How to organise a Five-Day Walk

A five-day walk needs more than a route and a start time. Build the plan around the route first, then arrange locations, permissions, volunteers and participant information in that order. Registration details, emergency contacts and dietary requirements should be collected before the event week, while signs, care stations and route materials need a separate plan for each day. Use the final days for weather checks, shopping and delivery, not for solving missing logistics.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

1
Set the date and route concept
2 people
2
Check walking routes
3 people
3
Set start and finish locations
2 people
4
Make venue reservations
5
Have route maps printed
6
Checking insurance and permits
7
Recruit volunteers
2 people
8
Create volunteer schedule
9
Send invitations
2 people
10
Process registrations
2 people
11
Check participant details
2 people
12
Collect dietary requirements
13
Register emergency contacts
2 people
14
Assign starter groups
2 people
15
Sorting route arrows by day
2 people
16
Prepare arrows and ribbons
2 people
17
Send participant information
18
Check the weather forecast
19
Do the shopping
3 people
20
Bring materials to the venue
3 people
21
Marking route points for day one
4 people
22
Set up the registration desk
2 people
23
Build the start and finish arch
3 people
24
Set up tables and chairs
3 people
25
Set up care stations
4 people
26
Chill drinks
2 people
27
Prepare starter packs
3 people
28
Marking route points for day two
4 people
29
Marking route points for day three
4 people
30
Mark route points for day four
4 people
31
Mark route points for day five
4 people

Event

32
Give the route briefing
3 people
33
Register participants
4 people
34
Hand out starter packs
3 people
35
Start the walkers
4 people
36
Staff the care stations
8 people
37
Carry out a route check
3 people
38
Register finishers
3 people
39
Refill drinks
2 people
40
Hand out snacks
3 people
41
Answer participant questions
2 people
42
Sign up day two participants
3 people
43
Let the day two walkers start
4 people
44
Staff aid stations on day two
8 people
45
Check route for day two
3 people
46
Register finishers on day two
3 people
47
Refill drinks on day 2
2 people
48
Register day three participants
3 people
49
Get walkers started on day three
4 people
50
Staff the day 3 aid stations
8 people
51
Check route for day three
3 people
52
Register day three finishers
3 people
53
Refill drinks on day three
2 people
54
Register participants on day four
3 people
55
Get day four hikers started
4 people
56
Staff aid stations on day four
8 people
57
Check route for day four
3 people
58
Register day four finishers
3 people
59
Refill drinks for day four
2 people
60
Registering day five participants
3 people
61
Get walkers started on day five
4 people
62
Staff aid stations on day five
8 people
63
Check day five route
3 people
64
Register finishers
4 people
65
Handle medal ceremony
3 people
66
Refill drinks
2 people

Aftercare

67
Remove route arrows
3 people
68
Clean up the start and finish area
4 people
69
Removing day two route arrows
3 people
70
Remove the day three route arrows
3 people
71
Remove the day four route arrows
3 people
72
Remove the final route arrows
4 people
73
Clear the entire site
5 people
74
Wash dishes
3 people
75
Collect and remove waste
3 people
76
Clean the venue
4 people
77
Inventory materials
2 people
78
Return borrowed materials
2 people
79
Archive route maps and registrations
80
Collect lost and found items
2 people
81
Store leftover groceries
2 people
82
Clean coolers
2 people
83
Sort route arrows and tape
2 people
84
Inform participants about lost and found

What to bring

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

Furniture

Party tentsqty 4
Registration tablesqty 4
Aid station tablesqty 10
Folding chairsqty 30
High tablesqty 6
Waste binsqty 10
Clothes racksqty 2

Equipment

Coolersqty 8
Water dispensersqty 10
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 8
Power stripsqty 6
Walkie-talkiesqty 12
Megaphonesqty 2
Phone chargersqty 6

Route supplies

Route arrowsqty 450
Barrier tapeqty 20
Conesqty 40
Route signsqty 35
Pole holdersqty 35
Cable tiesqty 500
Herringqty 100
Hammerqty 4
Route mapsqty 180
Clipboardsqty 12
Waterproof markersqty 24
Bib numbersqty 180
Wristbandsqty 900
Medal ribbonsqty 180

Safety

First aid kitsqty 4
Cooling packsqty 20
Safety vestsqty 25
Flashlightsqty 12
Emergency blanketsqty 20
Hand sanitizerqty 12

Tableware

Reusable cupsqty 250
Reusable platesqty 120
Reusable cutleryqty 180
Coffee mugsqty 80
Pitchersqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Serving spoonsqty 8
Thermos flasksqty 10
Ice packsqty 30
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Start/finish arch
Buntingqty 12
Event flagsqty 10
Balloonsqty 150
Tableclothsqty 14
Welcome Direction Signqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 8

Cleaning

Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Hand broomsqty 4
Floor squeegeesqty 3
Dustpan and brushqty 4

Catering

Groceries

Tips

Start with one route concept for each day and confirm the start and finish locations before booking anything. Check distances, crossings, rest points and access for support vehicles while walking or reviewing every route.
Set a registration deadline at least 7 days before day one. Use the final participant list to check contact details, emergency contacts, dietary requirements, bib numbers, wristbands and starter groups.
Sort route arrows, ribbons, signs and maps into five clearly labelled day-by-day sets. Pack each set separately so volunteers are not searching through all route supplies on the morning of the walk.
Create a volunteer schedule with named cover for registration, route marking, care stations and finish support. Give team leaders walkie-talkies or charged phones, and test extension cords, power strips and phone chargers before setup.
Complete the safety and venue checks before invitations go out, including insurance, permits, weather procedures and access to water and first aid. On each morning, allow enough setup time for the registration desk, arch, tables, chairs and care stations before walkers arrive.

Frequently asked questions

How far in advance should I plan a five-day walk?: Start the route and venue planning at least 8 to 12 weeks ahead. Aim to have registrations, emergency contacts and dietary requirements closed 7 days before the first walking day.
How many volunteers do I need for a five-day walk?: Set one named volunteer for each active post, such as registration, route support and care stations, then add at least 10% cover for breaks and absences. Build a separate schedule for every day because route marking and finish duties change.
When should I put out the route signs and arrows?: Mark the route on the morning of each walking day, after checking the route and weather forecast. Sort and label that day's signs, arrows, ribbons, cones, cable ties and tools the evening before so setup does not delay the start.
What information should participants receive before the walk?: Send the confirmed start and finish locations, daily route information, arrival time, group allocation, contact instructions and what to do in bad weather at least 5 to 7 days before day one. Include the registration contact and emergency procedure rather than relying on announcements at the start.

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.