How to organise a GPS hike without route-day surprises

A GPS hike starts with a route that works in practice, not just on a map. Choose and inspect the walking route first, then create and test the GPS file before inviting participants. After that, organise registrations, dietary information, volunteers and participant instructions. In the final days, charge and upload every GPS device, prepare starter packs, and check the route and signage once more before setting up the start and finish areas.

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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
Reserve starting location
2
Determine the walking route
2 people
3
Check the route for safety
2 people
4
Create GPS route file
5
Test Route File
2 people
6
Set start and finish points
2 people
7
Select checkpoints
2 people
8
Send invitations
9
Process registrations
10
Collect dietary requirements
11
Schedule volunteers
12
Write route instructions
13
Send participant information
14
Reserve GPS devices
15
Check the shopping list
16
Check the route again
2 people
17
Do the shopping
2 people
18
Charge GPS devices
19
Upload route files
20
Assemble starter packs
2 people
21
Fill coolers
2 people
22
Set up tables and chairs
4 people
23
Set up the registration table
2 people
24
Put up route signs
3 people
25
Mark checkpoints
3 people
26
Make coffee and tea
2 people
27
Set out snacks and fruit
2 people
28
Prepare attendance list

Event

29
Receive participants
3 people
30
Distribute GPS devices
2 people
31
Give route instructions
2 people
32
Get participants started
3 people
33
Staff the checkpoints
4 people
34
Refill drinks
2 people
35
Refill snacks
2 people
36
Register finishers
2 people
37
Collect GPS devices
2 people
38
Receive the last participants
2 people

Aftercare

39
Remove route signs
3 people
40
Clear tables and chairs
4 people
41
Wash dishes
2 people
42
Collect waste
2 people
43
Clean the starting location
3 people
44
Charge and check GPS devices
45
Return borrowed materials
2 people
46
Archive route files

What to bring

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

Furniture

Tablesqty 6
Chairsqty 12
Party tentqty 2
Folding counter

Equipment

GPS devicesqty 12
Power banksqty 6
Charging cablesqty 12
Extension cordsqty 2
Power stripsqty 3

Sports equipment

Compassqty 6
Reflective vestsqty 10
First aid kitqty 2
Whistlesqty 6
Waterproof route coversqty 20
Clipboardsqty 6

Signage

Route arrowsqty 30
Checkpoint signsqty 8
Barrier tapeqty 4
Conesqty 20
Cable tiesqty 200
Stakesqty 30

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 8
Pliersqty 4
Water jugsqty 6

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Tableclothsqty 6
Start flagsqty 2

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Walk or cycle the full route before publishing it, including every checkpoint. Check crossings, muddy sections, poor phone coverage and places where arrows, cones or barrier tape may be needed.
Test the GPS route file on the exact devices participants will use. Open the file, follow the route and confirm that each checkpoint appears in the right position rather than assuming a successful upload means the file works.
Send participant information at least 3 days before the hike. Include the start time, meeting point, walking distance, what to bring, how the GPS devices work and when participants should report dietary requirements.
Charge GPS devices and power banks the day before, then upload the route files before packing the equipment. Bring charging cables, extension cords and power strips so devices can be checked or recharged at the start.
Allow setup time for the registration table, tables and chairs, route signs and checkpoint markers. Mark the route before participants arrive, and keep a first aid kit, compass, whistles and reflective vests accessible rather than packed away.

Frequently asked questions

How far in advance should I plan a GPS hike?: Start route planning at least 3 to 4 weeks before the hike. This leaves time to inspect the route, test the GPS file, send invitations, process registrations and arrange volunteers.
How do I test a GPS route file for a hike?: Upload the file to the actual GPS devices at least 3 days before the event. Follow the route in the field, check every checkpoint and correct the file before charging and packing the devices.
When should I send information to GPS hike participants?: Send the practical participant information at least 3 days before the hike, and earlier if people need to arrange transport. Send a final weather or route update no later than the evening before.
How many checkpoints should a GPS hike have?: Choose checkpoints based on the route and walking time rather than using a fixed number. As a practical starting point, plan one checkpoint every 30 to 60 minutes of walking, then verify that each location is safe and easy to identify.

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.