How to organise a Bridge Walk from start to finish

A Bridge Walk needs more than a route and a registration form. Start by fixing the date and route, then secure permits, inform bridge managers and build a traffic plan before inviting participants. After that, arrange toilets, start and finish locations, staffing, route checkpoints and aid stations. The final week is for checking signs, sorting bib numbers, briefing volunteers and confirming weather-dependent arrangements.

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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

1
Record date and route
2 people
2
Apply for permits
2 people
3
Inform the bridge managers
2 people
4
Draw up traffic plan
2 people
5
Reserve start and finish location
6
Reserve toilets
7
Reserve traffic materials
8
Publish registration form
9
Send invitations
2 people
10
Approach sponsors
2 people
11
Recruit staff
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Order race numbers
15
Assign staff
2 people
16
Assign route checkpoints
2 people
17
Plan aid stations
2 people
18
Brief volunteers
3 people
19
Send participant information
2 people
20
Check the weather forecast
21
Order groceries
22
Sort bib numbers
3 people
23
Check route signs
2 people
24
Prepare materials
3 people
25
Pick up groceries
2 people
26
Chill drinks
2 people
27
Set out nonperishable food
2 people

Event

28
Mark off the starting area
4 people
29
Cord off the finish area
4 people
30
Place route arrows
6 people
31
Set up traffic barriers
6 people
32
Set up aid stations
6 people
33
Clear access routes
3 people
34
Build the start arch
3 people
35
Build the finish arch
3 people
36
Set up registration tables
3 people
37
Set up baggage check-in
3 people
38
Set up sound equipment
2 people
39
Check the lighting
2 people
40
Hand out race numbers
5 people
41
Process late registrations
2 people
42
Hand out luggage tags
2 people
43
Open the dressing rooms
2 people
44
Give participant briefing
2 people
45
Staff route checkpoints
12 people
46
Staff the care stations
8 people
47
Guide the audience along the route
6 people
48
Set up the start zone
4 people
49
Provide the starting signal
2 people
50
Check time tracking
3 people
51
Receive participants
5 people
52
Hand out water and sports drinks
8 people
53
Refill drinks
3 people
54
Hand out fruit and snacks
4 people
55
Hand out bags
3 people
56
Hand out finish medals
3 people
57
Handle prize ceremony
3 people
58
Provide music and announcements
2 people
59
Collect waste during the event
4 people
60
Open the route after the last runner
4 people
61
Dismantle the finish area
5 people
62
Dismantle the start area
5 people

Aftercare

63
Collect route signs
6 people
64
Collect traffic barriers
6 people
65
Clean tables and chairs
3 people
66
Wash dishes
3 people
67
Dispose of waste
4 people
68
Clean the venue
5 people
69
Inventory materials
2 people
70
Return materials
2 people
71
Register lost and found items
72
Return lost property
73
Publish results
2 people
74
Send participant messages
2 people

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 6
Foldable tablesqty 12
Folding chairsqty 40
High tablesqty 8
Clothes racksqty 8
Storage cratesqty 30
Traffic barriersqty 80
Traffic conesqty 60
Crowd barriersqty 40
Waste binsqty 20

Sports equipment

Bib numbersqty 600
Race bib strapsqty 600
Finish medalsqty 600
Route arrowsqty 80
Kilometer markersqty 12
Disposable cupsqty 3000
Timing matsqty 2
Stopwatchesqty 6
Whistlesqty 15
Safety vestsqty 30
Bag labelsqty 600
Ribbonsqty 12
First aid kitsqty 4
Ice packsqty 20
Emergency blanketsqty 20

Equipment

Start arch
Finish arch
Speakersqty 4
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3

Lighting

LED lampsqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 800
Coffee cupsqty 150
Platesqty 150
Cutlery setsqty 150

Kitchen

Serving traysqty 12
Pitchersqty 12
Thermos flasksqty 6
Ice packsqty 30
Cutting boardsqty 4
Bread knivesqty 4
Pliersqty 8
Serving spoonsqty 8

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 8
Disinfectant gelqty 12
Paper dispensersqty 8

Catering

Groceries

Tips

Begin with the route, date and permissions. Contact bridge managers and apply for permits before publishing registration, because changes to a bridge crossing can affect traffic plans, staffing and participant information.
Reserve infrastructure early: toilets, traffic barriers, cones, crowd barriers and start and finish locations should be confirmed before invitations go out. Also check where party tents, registration tables and storage crates can be placed.
Plan the route in checkpoints rather than relying on one finish team. Assign a named volunteer to each checkpoint, prepare route arrows and kilometre markers, and brief everyone on what to do if a participant is missing or delayed.
Close registration with enough time to order and sort bib numbers. Collect dietary requirements before ordering groceries, then group bibs, straps, bag labels and finish medals so the registration and finish teams can work without searching.
Use the final 24 hours for a physical route check and a weather check. Test timing mats, stopwatches, speakers, microphones, extension cords and power strips, and keep safety vests and traffic materials together for quick deployment.

Frequently asked questions

How far in advance should I organise a Bridge Walk?: Start at least 12 weeks before the walk. Permits, bridge-manager approval, traffic planning and venue reservations can take several weeks, and participant information should only be published once the route is reasonably secure.
When should I apply for permits for a Bridge Walk?: Apply as soon as the date and route are recorded, preferably 10 to 12 weeks before the event. Do not wait until registration opens, because permit conditions may require changes to crossings, barriers or volunteer positions.
How many volunteers do I need for a Bridge Walk?: Set the number after dividing the route into checkpoints, registration, aid stations, traffic positions and finish duties. As a working minimum, assign one person to every checkpoint plus two people for each aid station, then add a reserve team of at least 10%.
When should I send participant information and check the weather?: Send the practical participant information 5 to 7 days before the walk, including the start location, route instructions and what to bring. Check the forecast again 24 hours before the event and update volunteers if conditions affect clothing, supplies or safety.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.