How to organise a Nordic walking tour from start to finish

A Nordic walking tour needs more preparation than simply choosing a scenic route. Start by fixing the date, checking permission requirements and walking the route yourself before inviting participants. Then organise registrations, emergency contacts, rest stops and clear route marking in that order. On the day, allow time for registration, equipment checks, water stations and a final weather decision before the group sets off.

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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
Record date and route
2 people
2
Reserve starting location
3
Reserve final venue
4
Check route permit
5
Walk the route beforehand
2 people
6
Determine rest stops
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Create the participant list
11
Compile emergency contact details
12
Check the weather forecast
13
Send participant letter
14
Print route maps
15
Do the shopping
2 people
16
Check materials
2 people
17
Restock the first aid kit
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up the registration table
2 people
23
Place route arrows
3 people
24
Set up rest areas
4 people
25
Set up water stations
3 people
26
Test sound system
2 people
27
Hold volunteer briefing
3 people

Event

28
Receive participants
4 people
29
Register participants
3 people
30
Give the introduction briefing
2 people
31
Lead the warm-up
2 people
32
Guide the walk
6 people
33
Guide those staying behind
2 people
34
Staff the rest area
4 people
35
Distribute water and fruit
3 people
36
Check route arrows
2 people
37
Register arrival
3 people
38
Serve snacks
3 people
39
Refill drinks
2 people
40
Serve coffee and tea
2 people
41
Remove route arrows
3 people
42
See participants off
2 people

Aftercare

43
Collect waste
3 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Clean the venue
3 people
47
Pack up materials
3 people
48
Return borrowed materials
2 people
49
Check the route for litter
2 people
50
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Beer tablesqty 4
Party tentsqty 2
Tableclothsqty 6

Sports equipment

Nordic walking polesqty 8
Route arrowsqty 40
Barrier tapeqty 4
Reflective vestsqty 12
Whistlesqty 8
Route mapsqty 50
Bib numbersqty 50

Equipment

Walkie-talkiesqty 6
Mobile phonesqty 4
Power banksqty 4
Mobile sound system
Extension cordsqty 3
Power stripsqty 3

Catering

Coolersqty 4
Thermos flasksqty 6
Groceries

Tableware

Reusable drinking cupsqty 60
Reusable coffee cupsqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4

Safety

First aid kitsqty 3
Emergency blanketsqty 6
Hand sanitizerqty 6

Cleaning

Waste binsqty 6

Lighting

LED lanternsqty 8

Tips

Walk the complete route before sending invitations, including every planned rest stop. Note steep sections, poor surfaces and places where participants may need extra time or assistance.
Confirm the starting location and final venue early, then check whether the route needs a permit. A permission issue discovered during the final week can force you to change the route or cancel.
Close registration with enough time to create the participant list and collect dietary requirements. Keep emergency contact details together and accessible to the walk leaders, not only in an email inbox.
Send a participant letter several days before the tour with the meeting point, start time, route length, clothing guidance and what to do if the weather changes. Print route maps as a backup for phones and walkie-talkies.
Set up registration, water stations and rest areas before participants arrive. Chill drinks, prepare snacks and check route arrows, reflective vests, first aid kits and power banks at least one day beforehand.

Frequently asked questions

How far in advance should I organise a Nordic walking tour?: Start planning at least 6 to 8 weeks before the tour. This gives you time to reserve both venues, check permits, walk the route, open registration and send final participant information several days before the event.
How many rest stops should a Nordic walking tour have?: Plan a rest stop roughly every 45 to 60 minutes, adjusting for hills, temperature and the group’s ability. Each stop should allow time for water, a snack and a quick check that nobody has fallen behind.
When should I check the weather for a Nordic walking tour?: Check the forecast 3 days before the tour and again on the morning of the event. Use the final check to confirm clothing advice, drinking-water arrangements and whether the route or start time needs to change.
What information should participants receive before the tour?: Send the participant letter at least 3 days beforehand. Include the meeting point, arrival time, route details, expected duration, emergency contact instructions, weather plan and any dietary or equipment information they need.

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