Hiking week checklist: organise every detail

A hiking week needs more than good walking routes. You’ll need to check each route for safety, confirm start and finish points, arrange permits, brief volunteers and give participants clear information before they arrive. This checklist takes you from route planning and registrations to printed maps, stocked rest stops and day-of setup. Use it to keep paperwork, supplies and people on schedule instead of trying to solve missing details at the trailhead.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Map out walking routes
2 people
Checking routes for safety
3 people
Determine the start and finish locations
2 people
Submit permits and notifications
Mark Rest Stops
2 people
Record first aid contacts
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Have route maps printed
Prepare race numbers
2 people
Create the volunteer schedule
Confirm reservations
Do the shopping
3 people
Check materials
2 people
Sort route arrows
2 people
Assemble starter packs
4 people
Chill drinks
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration desk
2 people
Place route arrows
5 people
Stock the rest stops
4 people
Set up first aid table
2 people
Prepare the final day
3 people
Lay out the keepsakes
2 people

Event

Open registration desk
3 people
Hand out starter packs
3 people
Register participants
3 people
Give starting instructions
2 people
Staff the rest area
3 people
Staff the first aid station
2 people
Refill drinks
2 people
Serve snacks
3 people
Check off finishers
2 people
Arrange staff breaks
Check the day route again
2 people
Open daily welcome desk
3 people
Lead the daily walk start
3 people
Staff the daily rest point
3 people
Register daily finishers
2 people
Move directional arrows
4 people
Restock daily supplies
3 people
Inform hikers
2 people
Register lost property
Release the daily route
2 people
Check water stations
3 people
Guide participants
4 people
Guide the closing walk
5 people
Hand out reminders
2 people
Check out the last participants
2 people

Aftercare

Remove route arrows
5 people
Take down tents and furniture
5 people
Collect waste
4 people
Clean dishes and materials
3 people
Leave venue clean
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Clean route signs and ribbons
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Counter tablesqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 6
Power stripsqty 6
Megaphoneqty 2
Walkie-talkiesqty 8

Sports equipment

Route arrowsqty 180
Route signsqty 24
Barrier tapeqty 12
Bib numbersqty 250
Wristbandsqty 250
Clipboardsqty 8
Pensqty 30
Route mapsqty 250
Emergency blanketsqty 20
Walking sticksqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
traysqty 8
Ice packsqty 24

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand soap dispensersqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Catering

Commemorative medalsqty 250
Name stickersqty 300
Groceries

Tips

Finish route planning and safety checks before opening registrations. Confirm the start and finish locations, rest stops and emergency contacts first, then use that information in participant communications.
Send participant information at least 7 days before the hiking week. Include meeting points, route maps, what to bring, registration details and the contact number for first aid support.
Collect dietary requirements during registration and set a firm deadline, such as 10 days before the event. This gives you time to adjust shopping and prepare food for rest stops.
Create the volunteer schedule at least 5 days ahead and give each person a specific location and shift. Confirm who covers registration, route arrows, rest stops and first aid communication.
Pack and label route materials by route before setup day. Keep arrows, signs, barrier tape, bib numbers, wristbands, clipboards and printed maps together so volunteers are not sorting supplies at the start.

Frequently asked questions

How far in advance should I plan a hiking week?: Start route planning and permit checks at least 8 weeks before the first walk. Open registrations only after the routes, start and finish points, and safety arrangements are confirmed.
When should I send information to hiking week participants?: Send the full participant information at least 7 days before the event. Send any final weather, route or meeting-point update 24 hours before the first walk.
How many volunteers do I need for a hiking week?: Plan at least one named volunteer for registration, each rest stop and each key route location per shift. Build the schedule 5 days in advance and add a reserve for illness or delays.
What should I prepare the day before a hiking week?: Print route maps, assemble starter packs, sort route arrows, check equipment and chill drinks the day before. Leave only site setup, arrow placement and rest-stop stocking for event morning.

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