How to organise a monastery walk

A monastery walk combines a guided visit with several hours outdoors, so the route and the monastery booking need to be settled before anything else. Start by confirming the walking distance, start and finish points, visit times and group capacity. Then collect registrations and dietary requirements early enough to plan lunch packs, soup and hot drinks. The final checks are practical: transport, weather, route risks, lighting, first aid and a clear briefing for guides and escorts.

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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 route
2 people
2
Reserve the monasteries and guide
3
Confirm start and finish locations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send participant information
8
Check transportation and parking
2 people
9
Check the weather forecast
10
Go over route and risks
2 people
11
Confirm the monastery visit
12
Check the shopping list
13
Do the shopping
2 people
14
Collect materials
2 people
15
Check the first aid kit
16
Print route maps
17
Print participant list
18
Chill drinks
2 people
19
Assemble lunch packs
3 people
20
Prepare soup and hot drinks
2 people
21
Set up tables and chairs
3 people
22
Set up the reception table
2 people
23
Place route signs
2 people
24
Test the lighting
25
Brief guides and escorts
3 people

Event

26
Open registration
2 people
27
Welcome participants
2 people
28
Serve welcome drinks
2 people
29
Give safety instructions
30
Guide the group to the starting point
3 people
31
Guide the walk
4 people
32
Supervise the lunch break
3 people
33
Refill drinks
2 people
34
Guide the monastery tour
2 people
35
Serve soup and bread
3 people
36
Serve coffee and tea
2 people
37
Guide the storytelling program
38
Lead the evening walk
4 people
39
Escort participants to the exit
3 people
40
Collect lost property

Aftercare

41
Sort and dispose of waste
2 people
42
Wash dishes
3 people
43
Clear away furniture
3 people
44
Remove directional signs
2 people
45
Clean the venue
3 people
46
Check and store materials
2 people
47
Return borrowed materials
48
Store leftover food
2 people
49
Inform participants about found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Reception desk
Coat rack

Tableware

Reusable cupsqty 60
Reusable soup bowlsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Coffee cupsqty 50
Thermos flasksqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Hot boxesqty 3

Walking gear

Route mapsqty 45
Directional signsqty 20
Conesqty 12
Whistlesqty 4
Reflective vestsqty 8
Flashlightsqty 8
Power banksqty 4

Equipment

Mobile phonesqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 8
Atmospheric lanternsqty 6

Safety

First aid kitqty 2
Safety pins

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Washing-up tubsqty 3
Cleaning spongesqty 6
Tea towelsqty 12
Mopqty 2

Catering

Groceries

Tips

Book the monasteries and guide before sending invitations, then state the walking distance, start time, finish point and expected return time in the participant information.
Set a registration deadline at least 7 days before the walk. Use the final list to collect dietary requirements and prepare the right number of lunch packs, cups and soup bowls.
Check transport and parking 3 to 5 days beforehand, especially when the walk starts and finishes in different places. Send participants the parking instructions and any meeting-point details.
Walk through the route and risks before the event, including uneven paths, crossings and low-light sections. Print route maps and place directional signs, cones or reflective markers where people could take a wrong turn.
Prepare the reception and refreshment area before participants arrive: set out the tables, chairs, reusable tableware and thermos flasks, chill the drinks, and check that the first aid kit, phones, power banks and flashlights are ready.

Frequently asked questions

How far in advance should I book a monastery walk?: Reserve the monasteries and guide at least 6 to 8 weeks ahead if the group has a fixed date. Confirm the visit again 3 to 5 days before the walk, including the arrival time and group size.
When should I send invitations for a monastery walk?: Send invitations 3 to 4 weeks before the event and set a registration deadline around 7 days before it. That leaves time to process registrations, collect dietary requirements and prepare participant information.
How much food and drink should I prepare for a monastery walk?: Prepare one lunch pack per registered participant, plus about 5 to 10% extra for last-minute changes. For the first hour, allow roughly 2 to 3 drinks per person, then provide soup and hot drinks at the planned refreshment stop.
What should I check the day before a monastery walk?: Check the weather forecast, route signs, printed maps, participant list, transport details and monastery confirmation the day before. Also test lighting, charge phones and power banks, and place the first aid kit where the lead guide can reach it quickly.

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