How to organise a New Year walk

A New Year walk needs more planning than a simple group stroll, especially when it starts in winter darkness. Begin by securing a starting location, then test the route on foot and decide where people can warm up, rest and refill their drinks. Allow time for registrations, dietary requirements and clear route information. On the day, check hazards, place signs before guests arrive, and keep coffee, tea, snacks and lighting ready at the start and rest area.

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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
Plan the walking route
2 people
3
Test the walking route
2 people
4
Determine rest stops
2 people
5
Make route map
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Update participant list
10
Send route information
11
Check the weather forecast
12
Check route for winter hazards
2 people
13
Do the shopping
2 people
14
Make direction arrows and signs
2 people
15
Collect materials
2 people
16
Prepare snacks
3 people
17
Chill drinks
2 people
18
Set up the starting point
4 people
19
Set up tables and chairs
3 people
20
Build party tents
4 people
21
Hang decorations
2 people
22
Place route arrows
3 people
23
Set up a rest area
3 people
24
Prepare coffee and tea
2 people
25
Set out snacks and fruit
2 people
26
Set up the registration table
2 people

Event

27
Explain the route and safety rules
28
Register participants
2 people
29
Guide walkers
4 people
30
Staff the rest area
2 people
31
Serve drinks and snacks
3 people
32
Refill drinks
2 people
33
Check for absentees and anyone who is still behind
2 people
34
Host the New Year's moment
2 people

Aftercare

35
Remove route arrows
3 people
36
Collect waste
3 people
37
Wash dishes and glasses
3 people
38
Clear tables and chairs
3 people
39
Take down party tents
4 people
40
Clean the venue
3 people
41
Check and store the materials
2 people
42
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Beer tablesqty 4
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Coffee cupsqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 4
Serving spoonsqty 4

Equipment

Coolersqty 4
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

New Year balloonsqty 40
Buntingqty 8
Table décorqty 6

Walking gear

Route arrowsqty 30
Information boardsqty 8
Reflective vestsqty 10
Flashlightsqty 8
Clipboardsqty 3
Route mapsqty 60

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Whistlesqty 6

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3

Catering

Groceries

Tips

Test the full walking route in daylight and allow extra time for winter conditions. Mark slippery sections, poorly lit stretches and places where the group may need a short break.
Send invitations early enough to collect registrations and dietary requirements before shopping. Update the participant list at least 48 hours before the walk so food and seating are based on a realistic headcount.
Give guests the route map and meeting details several days in advance, including the expected walking time, rest stops and what to wear. Do not rely on one information board at the starting point.
Set up the starting area before participants arrive, including tables, chairs, tents, lights and signs. Put route arrows in place after the final route check, and use reflective vests or flashlights where visibility is limited.
Prepare hot drinks and snacks before the group returns or reaches the rest area. Fill thermos flasks, chill cold drinks and set out cups, plates and serving utensils so nobody has to wait while the group is standing outside.

Frequently asked questions

How far in advance should I organise a New Year walk?: Reserve the starting location and plan the route at least 4 to 6 weeks ahead. Send invitations early enough to close registrations and buy food after you know the final number of participants.
How long should a New Year walk take?: Allow 2 to 3 hours for a relaxed walk with at least one rest stop, then add time for drinks and snacks. Test the route at the pace of the slowest expected participant rather than estimating from distance alone.
When should I check the weather and winter hazards?: Check the forecast 48 hours before the walk and again on the morning itself. Walk or inspect the route on the final day to find ice, standing water, fallen branches or dark sections that need a change of route or extra lighting.
How much food and drink do I need for a New Year walk?: Plan around 2 to 3 drinks per person for the first hour, with extra hot drinks if the walk lasts longer than 2 hours. Buy snacks for the confirmed participant count plus roughly 10% spare, while setting aside alternatives for recorded dietary requirements.

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.