How to organise a monument tour from start to finish

A monument tour works best when the route, permissions and participant flow are settled before you invite anyone. Start by mapping the landmarks, choosing a realistic start and finish point, and arranging a rest stop. Then open registration, collect dietary requirements and publish clear directions. Before the tour, drive the full route, mark hazards and prepare an alternative route so volunteers can respond without improvising.

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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 route and landmarks
2 people
2
Arrange permits and notifications
3
Reserve start and finish location
4
Reserve the rest area
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Publish directions
10
Schedule volunteers
11
Create the route digitally
12
Drive the route in full
2 people
13
Mark hazardous spots
2 people
14
Set an alternative route
2 people
15
Compile emergency numbers
16
Compile start list
17
Print route maps and wristbands
2 people
18
Prepare signage
2 people
19
Send the volunteer briefing
20
Check bikes and tools
2 people
21
Do the shopping
2 people
22
Fill coolers
2 people
23
Assemble starter packs
3 people
24
Check the weather forecast

Event

25
Set up the start and finish area
5 people
26
Set up a rest area
3 people
27
Place route arrows
4 people
28
Staffing traffic points
4 people
29
Set up information table
2 people
30
Register participants
3 people
31
Hand out starter packs
2 people
32
Give the safety briefing
2 people
33
Let participants leave
3 people
34
Staff the rest area
3 people
35
Refill drinks
2 people
36
Serve snacks and fruit
2 people
37
Provide support for bike trouble along the route
2 people
38
Check route arrows periodically
2 people
39
Register finishers
2 people
40
Serve finish drinks
3 people
41
Serve a simple meal
4 people
42
Inform participants about transportation

Aftercare

43
Remove route arrows
4 people
44
Tear down the grounds
5 people
45
Wash dishes
2 people
46
Collect and sort waste
3 people
47
Clean the venue
3 people
48
Return materials
2 people
49
Return borrowed items
50
Clear away unused groceries
2 people
51
Register lost property
52
Archive participant information
53
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 20
Waste binsqty 6
Crowd barriersqty 12

Equipment

Portable speaker
Megaphone
Walkie-talkiesqty 6
Charging station
Extension cordsqty 3

Sports equipment

Route arrowsqty 80
Conesqty 20
Safety vestsqty 12
Bike pumpsqty 3
Bike repair standsqty 2
Tool setsqty 3
Spare inner tubesqty 12
Ratchet strapsqty 8

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Start/finish banner
Information boardsqty 4
Tableclothsqty 6

Lighting

LED string lightsqty 4
LED work lightsqty 4

Cleaning

Litter pickersqty 3
Bucketsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6

Catering

Groceries

Tips

Set the route before opening registration. Drive it in full, record the distance and timing, and note narrow sections, unsafe crossings and places where a group may split.
Arrange permits, notifications and locations early. Aim to have the start, finish and rest area confirmed before invitations go out, so your directions do not change later.
Give volunteers defined positions rather than a general briefing. Cover the front and rear of the group, hazard points, the rest stop and start/finish duties, then share emergency numbers in writing.
Prepare the participant materials at least one day before the tour. Print the route maps and wristbands, assemble starter packs, and check that route arrows, cones and information boards are ready.
Plan for bicycles and minor repairs if the route is ridden. Check bikes before departure and keep pumps, repair stands, tools and spare inner tubes at the start or with the support team; charge radios and the speaker before setup.

Frequently asked questions

How far in advance should I organise a monument tour?: Allow at least 6 weeks for a small tour and longer if permits or several locations are involved. Confirm the route, start and finish location, rest area and permissions before opening registration.
How many volunteers do I need for a monument tour?: For a moving group, plan at least 1 lead volunteer, 1 person at the rear and 1 coordinator at the start or finish. Add volunteers at major hazards, crossings or rest stops rather than relying on one person to cover the whole route.
When should I drive the monument tour route?: Drive the complete route 7 to 10 days before the event, then check critical points again on the morning of the tour. Use the first inspection to set an alternative route and mark hazards clearly.
How much food and drink should I prepare for a monument tour?: Prepare water for the full group plus extra for delays, and plan a rest stop with enough food for every registered participant. Buy and portion supplies after registration closes, then fill coolers and thermos flasks on the day of the tour.

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.