How to organise a hiking week without missing key details

A hiking week needs more than a set of routes and a group chat. Start by fixing the walking schedule, checking every route for safety, and confirming where each day begins and ends. Then arrange permits, volunteers, registrations, food and rest stops in that order. The details people most often leave too late are route checks, dietary requirements, printed maps and clear volunteer instructions. Use this plan to move from the first route draft to a prepared start area and stocked rest stops.

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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 walking routes
2 people
2
Checking routes for safety
3 people
3
Determine the start and finish locations
2 people
4
Submit permits and notifications
5
Mark Rest Stops
2 people
6
Record first aid contacts
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send participant information
2 people
12
Have route maps printed
13
Prepare race numbers
2 people
14
Create the volunteer schedule
15
Confirm reservations
16
Do the shopping
3 people
17
Check materials
2 people
18
Sort route arrows
2 people
19
Assemble starter packs
4 people
20
Chill drinks
2 people
21
Set up tables and chairs
4 people
22
Build party tents
4 people
23
Set up the registration desk
2 people
24
Place route arrows
5 people
25
Stock the rest stops
4 people
26
Set up first aid table
2 people
27
Prepare the final day
3 people
28
Lay out the keepsakes
2 people

Event

29
Open registration desk
3 people
30
Hand out starter packs
3 people
31
Register participants
3 people
32
Give starting instructions
2 people
33
Staff the rest area
3 people
34
Staff the first aid station
2 people
35
Refill drinks
2 people
36
Serve snacks
3 people
37
Check off finishers
2 people
38
Arrange staff breaks
39
Check the day route again
2 people
40
Open daily welcome desk
3 people
41
Lead the daily walk start
3 people
42
Staff the daily rest point
3 people
43
Register daily finishers
2 people
44
Move directional arrows
4 people
45
Restock daily supplies
3 people
46
Inform hikers
2 people
47
Register lost property
48
Release the daily route
2 people
49
Check water stations
3 people
50
Guide participants
4 people
51
Guide the closing walk
5 people
52
Hand out reminders
2 people
53
Check out the last participants
2 people

Aftercare

54
Remove route arrows
5 people
55
Take down tents and furniture
5 people
56
Collect waste
4 people
57
Clean dishes and materials
3 people
58
Leave venue clean
4 people
59
Inventory materials
2 people
60
Return borrowed materials
2 people
61
Store leftover stock
2 people
62
Clean route signs and ribbons
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 4
Counter tablesqty 2
Waste binsqty 8

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 6
Power stripsqty 6
Megaphoneqty 2
Walkie-talkiesqty 8

Sports equipment

Route arrowsqty 180
Route signsqty 24
Barrier tapeqty 12
Bib numbersqty 250
Wristbandsqty 250
Clipboardsqty 8
Pensqty 30
Route mapsqty 250
Emergency blanketsqty 20
Walking sticksqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
traysqty 8
Ice packsqty 24

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand soap dispensersqty 6

Lighting

LED lampsqty 8
String lightsqty 6

Catering

Commemorative medalsqty 250
Name stickersqty 300
Groceries

Tips

Finalise the routes before inviting people. Check crossings, difficult sections and emergency access on foot, then record the start and finish locations for every walking day.
Submit permits and required notifications as soon as the routes are stable. Allow at least 2 to 4 weeks for approvals, and keep the approved route version separate from earlier drafts.
Close registrations before buying food and drinks. Collect dietary requirements at least 7 days before the first walk so quantities and suitable options can be planned instead of guessed.
Give volunteers a shift plan with reporting times, locations and contact details. Prepare route arrows, signs, maps and walkie-talkies at least 1 day ahead, then sort each day's materials together.
Set up the start area and rest stops before participants arrive. Chill drinks, fill water jugs and thermos flasks, place waste bins, and stock each stop with first-aid contacts and emergency blankets.

Frequently asked questions

How far in advance should I plan a hiking week?: Start planning at least 8 to 12 weeks before the first walk. That gives you time to check routes, submit permits, recruit volunteers, process registrations and confirm reservations.
When should hiking week registrations close?: Close registrations 7 days before the event if you need to prepare food, bib numbers, wristbands and starter packs. Keep a final list with dietary requirements and emergency contact details for the organisers.
How many volunteers do I need for a hiking week?: Plan at least 1 responsible volunteer for each rest stop, plus people for registration, route checks and the finish area. Add a reserve of around 10% so one absence does not leave a location uncovered.
When should I place route arrows and signs?: Sort and label all arrows and signs the day before, then place them on the route before the first participants start. Check the complete route again on the morning of each walk, especially after bad weather or public works.

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.