How to organise a four-day walking event

A four-day walking event needs a clear plan long before walkers arrive at the start. Begin with the date, routes and starting location, then allow time for permits, traffic measures and route checks. After that, open registration, collect dietary and insurance details, and build a volunteer rota. The final weeks are about producing maps and signs, checking equipment, briefing teams and preparing each day’s water, rest-stop and finish 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
Set the date and routes
3 people
2
Reserve starting location
3
Apply for permits
4
Apply for traffic measures
5
Check routes
4 people
6
Mark Rest Stops
2 people
7
Map water points
2 people
8
Recruit volunteers
2 people
9
Publish registration form
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Check insurance details
14
Assign volunteers
2 people
15
Create route maps
2 people
16
Order race numbers
17
Order medal ribbons
18
Purchase first aid supplies
19
Have printed materials made
20
Prepare route signs
3 people
21
Brief traffic controllers
2 people
22
Inform volunteers
2 people
23
Order groceries
24
Sort bib numbers
2 people
25
Check materials
3 people
26
Lay out route signs
3 people
27
Pick up groceries
2 people

Event

28
Mark off the starting area
4 people
29
Set up tables
4 people
30
Build party tents
6 people
31
Set up registration desks
3 people
32
Connect sound equipment
2 people
33
Mark out the route
6 people
34
Set up rest areas
6 people
35
Restock water stations
6 people
36
Register participants
6 people
37
Hand out race numbers
4 people
38
Inform participants
2 people
39
Guide the start
6 people
40
Staffing the stamp station
2 people
41
Refill drinks
4 people
42
Hand out fruit
3 people
43
Guide to the finish line
4 people
44
Unregister participants
3 people
45
Hand out day medals
3 people
46
Staff the first aid station
2 people
47
Reroute the route
6 people
48
Restock the rest areas
6 people
49
Open the registration desks
4 people
50
Check off participants
4 people
51
Start the second day of the walk
5 people
52
Staffing the stamp station
2 people
53
Staff rest points
6 people
54
Refill drinks
4 people
55
Guide to the finish line
4 people
56
Hand out day medals
3 people
57
Staff the first aid station
2 people
58
Reroute the route
6 people
59
Restock the rest areas
6 people
60
Start the third walking day
5 people
61
Staffing the stamp station
2 people
62
Staff rest points
6 people
63
Refill drinks
4 people
64
Guide to the finish line
4 people
65
Hand out day medals
3 people
66
Staff the first aid station
2 people
67
Set out the final route
6 people
68
Build the finish arch
4 people
69
Stock the rest stops
6 people
70
Start the fourth walking day
5 people
71
Staffing the stamp station
2 people
72
Staff rest points
6 people
73
Refill drinks
4 people
74
Welcome finishers
6 people
75
Distribute Vierdaagse theme medals
4 people
76
Guide finish photos
2 people
77
Staff the first aid station
2 people

Aftercare

78
Collect route signs
4 people
79
Collect waste
4 people
80
Clean the start area
4 people
81
Collect route signs
4 people
82
Collect waste
4 people
83
Clean the start area
4 people
84
Collect route signs
4 people
85
Collect waste
4 people
86
Clean the start area
4 people
87
Collect route signs
6 people
88
Sort materials
4 people
89
Clean up the venue
8 people
90
Wash dishes
3 people
91
Dispose of waste
3 people
92
Return rental items
2 people
93
Store leftover stock
2 people
94
Clean route signs
2 people
95
Archive registration details
96
Register lost and found items
97
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 4
Tablesqty 12
Chairsqty 40
Crowd control barriersqty 24
Folding benchesqty 10

Equipment

Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 4
Walkie-talkiesqty 12
Charging stationsqty 3
Extension cordsqty 6
Power stripsqty 6

Route supplies

Route arrowsqty 180
Route signsqty 40
Cable tiesqty 500
Markersqty 24
Mapsqty 12
Route bookletsqty 600

Registration

Bib numbersqty 600
Bib holdersqty 600
Clipboardsqty 12
Ballpoint pensqty 40
Registration formsqty 700
Stampsqty 8
Ink padsqty 12
Wristbandsqty 700

Sports equipment

Walking medalsqty 2400
Finish medalsqty 600
Medal ribbonsqty 3000
Cratesqty 24
Coolersqty 12
Water tanksqty 16
Drinking water tapsqty 16

Tableware

Reusable cupsqty 1200
Reusable platesqty 400
Reusable cutleryqty 500
Coffee potsqty 8
Thermos flasksqty 12
Water jugsqty 20

Kitchen

Cutting boardsqty 8
Bread knivesqty 8
Serving spoonsqty 12
Pliersqty 12
Thermometersqty 4

First aid

First aid kitsqty 4
Foldable stretchersqty 2
Ice packsqty 8
Safety vestsqty 30
Hand sanitizer stationsqty 12

Lighting

LED lightsqty 12
Flashlightsqty 20
Batteriesqty 80

Cleaning

Waste binsqty 20
Litter pickersqty 8
Cleaning bucketsqty 6
Spongesqty 12
Dish brushesqty 8
Tea towelsqty 24
Hand broomsqty 6

Catering

Groceries

Tips

Set the date and routes first, then reserve the starting location before opening registration. Build in several weeks for permit applications and traffic measures, because route changes can affect both.
Walk every route before publishing it and mark rest stops and water points on the maps. Confirm distances, access, toilets and vehicle access at each stop rather than relying on an old route file.
Open registration only after you know your daily capacity and volunteer needs. Collect dietary requirements with the registration form and use the final list to plan groceries and participant communications.
Prepare route signs, arrows, maps and route booklets in batches, then check every route against the printed version. Sort bib numbers, medals and registration materials before the first morning so the desk is not assembling supplies at opening time.
Assign volunteers by location and shift, including traffic controllers, rest stops, registration and the finish. Brief them before day one and test walkie-talkies, speakers, microphones, charging stations and extension cords while there is still time to replace or move equipment.

Frequently asked questions

How far in advance should I plan a four-day walking event?: Start at least six months before the first walking day. Use the first two months for the date, routes, starting location, permits and traffic measures; open registration only when those basics are secure.
When should registration close for a four-day walking event?: Close registration at least 10 to 14 days before the event if you need bib numbers, medals, printed materials and groceries. Keep a short final window only if you can update dietary information and volunteer assignments reliably.
How many volunteers do I need for a four-day walking event?: Calculate volunteers by post and shift rather than by participant total. Plan at least one person for registration, each rest stop and each traffic-control point per shift, then add a reserve of about 10% for sickness or no-shows.
When should I check the walking routes again?: Do a final route check 7 to 10 days before the event and another quick inspection on each morning before walkers start. Look specifically for roadworks, damaged signs, blocked paths, water-point access and changes that affect traffic control.

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.