How to organise a heath walk

A heath walk needs more planning than simply choosing a pleasant route. Start by measuring the distance, confirming the start and finish locations, and checking whether permits or site approval are required. Then build the participant and volunteer plan around registration, route marking and rest points. On the day, allow time to inspect the route again, set up registration and refreshments, and keep clear directions available for everyone.

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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
Map out the route and distances
2 people
2
Reserve start and finish location
3
Arrange permits and notifications
4
Coordinate the route with site management
5
Recruit volunteers
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send volunteer instructions
10
Publish directions
11
Check the weather forecast
12
Print participant list
13
Sort wristbands and route maps
2 people
14
Do the shopping
2 people
15
Fill coolers
2 people
16
Check the route in advance
3 people
17
Mark route points
3 people
18
Set out starter materials
2 people
19
Set up finish materials
2 people
20
Build party tents
4 people
21
Set up tables and chairs
3 people
22
Set up the registration table
2 people
23
Set up rest area
3 people
24
Chill drinks
2 people
25
Set out snacks and fruit
3 people
26
Test sound system
2 people
27
Brief volunteers
2 people
28
Carry out a route check
3 people

Event

29
Receive participants
4 people
30
Register attendance
2 people
31
Hand out route maps
2 people
32
Guide the start groups
3 people
33
Check route signage
2 people
34
Staff the rest stop
3 people
35
Refill drinks
2 people
36
Restock snacks and fruit
2 people
37
Guide those staying behind
2 people
38
Register finishers
2 people
39
Receive finishers
3 people
40
Serve soup and bread
3 people
41
Turn on lighting
42
Collect lost and found items

Aftercare

43
Remove route signs
3 people
44
Take down tents and furniture
4 people
45
Collect and sort waste
3 people
46
Wash tableware and equipment
3 people
47
Clean the venue
3 people
48
Chill leftover food
2 people
49
Return materials
2 people
50
Return borrowed items
2 people
51
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Tableclothsqty 8

Tableware

Reusable cupsqty 180
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80

Kitchen

Soup kettlesqty 3
Serving spoonsqty 4
Cutting boardsqty 3
Knivesqty 6
Thermos flasksqty 6
Coolersqty 6
First aid kitsqty 2
Flashlightsqty 6

Equipment

Kettlesqty 2
Coffee machinesqty 2
Mobile sound system
Extension cordsqty 3

Lighting

LED string lightsqty 4
Battery lanternsqty 6

Sports equipment

Route arrowsqty 40
Barrier tapeqty 6
Route mapsqty 150
Wristbandsqty 150
Bib numbersqty 150
Pensqty 20
Clipboardsqty 6
Pedometersqty 4

Cleaning

Waste binsqty 8
Bucketsqty 4
Spongesqty 8
Floor squeegeesqty 2
Dustpan and brushqty 3

Catering

Groceries

Tips

Map the route before inviting people. Record the total distance, walking time and rest points, then check that the start and finish arrangements match the route rather than assuming participants can return to the starting point.
Allow at least two to three weeks for permits, notifications and site-management approval. Delays here can affect the route, access arrangements and where you are allowed to place signs or tents.
Recruit volunteers according to the route, not just the headcount. Assign people to registration, route points, the rest area and the finish, and send written instructions at least three days before the walk.
Close registration early enough to prepare properly. Print the participant list, sort wristbands and route maps, and collect dietary requirements no later than 48 hours before the event.
Recheck the route and weather forecast on the day before and on the morning itself. Put out arrows and barrier tape only after the final route check, and chill drinks while the registration and finish areas are being set up.

Frequently asked questions

How far in advance should I plan a heath walk?: Start planning at least four weeks ahead. Use the first week to map the route and confirm locations, and leave two to three weeks for permits, notifications, volunteer recruitment and registrations.
How long should a heath walk route be?: Choose the distance around the expected walking time and the available rest points rather than using a fixed length. For a mixed group, plan a route that can be completed in about two to three hours, including at least one rest stop.
When should I send instructions to heath walk volunteers?: Send the final instructions at least three days before the walk. Include arrival time, assigned route point, contact details, what happens if the weather changes and when the route markers will be removed.
How much food and drink do I need for a heath walk?: For the first hour, allow two to three drinks per person, then add water for the rest of the walk and a reserve for warm weather. Plan one snack or piece of fruit per participant, plus extra portions for volunteers and late arrivals.

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