How to organise a dune walk from start to finish

A dune walk needs more planning than choosing a starting point and inviting people along. Set the route and distance first, then walk it in advance to check the surface, rest areas, water points and mobile coverage. Give participants clear information about parking, clothing, timing and safety before the day. On site, focus on a visible registration point, marked directions, refreshments and a weather plan that can be put into action quickly.

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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
Determine the route and distance
2 people
2
Scout the route in advance
2 people
3
Mark rest areas and water points
2 people
4
Determine weather scenario and backup plan
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Send participant information
9
Check parking information
10
Print route maps
11
Check the weather forecast
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Portion snacks
2 people
15
Assemble route packs
2 people
16
Bring materials to the starting point
3 people
17
Set up tables and benches
3 people
18
Build party tents
4 people
19
Set up the registration table
2 people
20
Put up route signs
2 people
21
Place lighting along the starting point
2 people
22
Lay out first aid and safety equipment
2 people

Event

23
Receive participants
3 people
24
Register attendance
2 people
25
Give safety instructions
2 people
26
Guide the walk
4 people
27
Provide drinks at the rest stop
2 people
28
Welcome participants on return
3 people
29
Serve snacks and drinks
3 people
30
Refill drinks
2 people
31
Serve coffee and tea
2 people
32
Check the lighting
33
See off the last participants
2 people

Aftercare

34
Collect waste
3 people
35
Wash dishes
2 people
36
Clear away the tables and benches
3 people
37
Take down party tents
4 people
38
Remove route signs and markings
2 people
39
Clean the departure point
3 people
40
Store leftover materials
2 people
41
Return materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 4
Folding benchesqty 8
Folding chairsqty 12
Tableclothsqty 4

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 60
Thermos cupsqty 50

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Serving plattersqty 8
Serving tongsqty 4
Cutting boardsqty 3
Bread knivesqty 2

Equipment

Coolersqty 4
Water dispensersqty 3
Walkie-talkiesqty 6
Mobile phone chargersqty 4

Lighting

Headlampsqty 20
LED lanternsqty 6
Spare batteriesqty 24

Sports equipment

Walking sticksqty 10
Compassqty 4
Route mapsqty 60

Safety

First aid kitsqty 2
Safety blanketsqty 6
Whistlesqty 8
Reflective vestsqty 10

Decorations

Route arrowsqty 30
Information boardsqty 6
Registration sign

Cleaning

Waste binsqty 6
Litter pickersqty 3
Reusable cleaning clothsqty 12
Washing-up basinsqty 3

Catering

Groceries

Tips

Walk the full route before inviting people and record the distance, estimated walking time, difficult sections and suitable rest stops. Mark water points and decide where the group can safely regroup if someone falls behind.
Set a registration deadline that gives you at least 3 days to process names, dietary requirements and emergency contacts. Send the final participant information no later than 2 days before the walk.
Prepare for changing dune weather with two clear scenarios: one for normal conditions and one for strong wind, rain or poor visibility. Decide in advance whether you will shorten, delay or cancel the route, and tell participants when that decision will be made.
Prepare route packs before bringing equipment to the start. Include the printed route map, safety information and anything participants need to find the next section without relying on a phone signal.
Set up the start area at least 60 minutes before arrival time. Put the registration table, signs, lighting, first aid equipment, water and refreshments where the group can see them immediately; test walkie-talkies and chargers before participants arrive.

Frequently asked questions

How far in advance should I plan a dune walk?: Start at least 3 weeks ahead for a group walk. That gives you time to scout the route, send invitations, process registrations and prepare a backup plan. Complete the final weather and parking checks 24 to 48 hours before the walk.
How long should a dune walk route be?: Choose the distance based on the slowest expected participant, not the fastest walker. Allow roughly 2 to 3 hours for a moderate route, including rest stops, and add extra time for sand, steep dunes and group regrouping.
What should I do if the weather changes on the day?: Set a decision deadline, such as 3 hours before the start, and communicate it to everyone. For strong wind, heavy rain or poor visibility, use the prepared shorter route or postpone the walk rather than changing the plan while the group is already outside.
How early should I set up the dune walk starting point?: Arrive at least 60 minutes before participants. Use the first 30 minutes for tables, tents, signs and lighting, then keep the remaining time for registration, safety equipment, refreshments and a final route check.

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