How to organise a paddle tour from start to finish

A paddle tour needs more than a route and a group of participants. Set the route and four soup stops first, then secure the start and finish locations before opening registration. After that, manage dietary requirements, accessibility, timings and an alternative route. The final week is about checking the weather, preparing maps and signs, keeping soup chilled and making sure every stop knows exactly when participants will arrive.

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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
Determine route and stops
2 people
2
Reserve four soup stops
3
Reserve starting location
4
Reserve final venue
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Check the route for accessibility
2 people
10
Set an alternative route
11
Confirm start and end times
12
Confirm soup options at each stop
13
Share dietary requirements with stops
14
Check the weather forecast
15
Send practical info to participants
16
Do the shopping
2 people
17
Prepare soups
3 people
18
Print allergy cards
19
Print route maps
20
Prepare materials
2 people
21
Keep soups refrigerated
2 people

Event

22
Set up the starting location
3 people
23
Place route signs
2 people
24
Set up the reception table
2 people
25
Heat soups to serving temperature
3 people
26
Chill drinks
2 people
27
Brief volunteers
2 people
28
Receive participants
3 people
29
Hand out wristbands
2 people
30
Explain the program
31
Serve the first soup
3 people
32
Guide the group to the second stop
2 people
33
Serve the second soup
3 people
34
Guide group to the third stop
2 people
35
Serve third soup
3 people
36
Refill drinks
2 people
37
Check route signs
38
Guide the group to the fourth stop
2 people
39
Serve the fourth soup
3 people
40
Serve dessert and coffee
3 people
41
Host the quiz and prize ceremony
2 people
42
Serve snacks
2 people
43
See participants off
2 people

Aftercare

44
Collect waste
3 people
45
Wash dishes
3 people
46
Clean the starting location
3 people
47
Pack up materials
2 people
48
Remove directional signs
2 people
49
Chill leftover food
2 people
50
Return venue keys
51
Return borrowed materials
2 people
52
Take waste to the collection point

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 20
Buffet tablesqty 4
Coat racksqty 2

Tableware

Soup bowlsqty 60
Soup bowls for tastingqty 240
Soup ladlesqty 12
Tablespoonsqty 60
Glassesqty 80
Coffee cupsqty 50

Kitchen

Soup kettlesqty 4
Large cooking potsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 8
Serving spoonsqty 8
Thermo boxesqty 6

Equipment

Induction hobsqty 4
Extension cordsqty 4
Coolersqty 4
Bluetooth speakersqty 2

Route & safety

Route mapsqty 50
Directional signsqty 12
Safety vestsqty 8
Flashlightsqty 8

Organization

Name stickersqty 60
Wristbandsqty 60
Pensqty 12
Contest formsqty 50

Decorations

Tableclothsqty 8
Buntingqty 6
Menusqty 12

Lighting

LED light stringsqty 4

Cleaning

Washing-up basinsqty 6
Dishpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Plan the route around the four soup stops, not the other way around. Allow enough time at each stop for serving, eating and getting back on the water, and check the full route for accessibility before invitations go out.
Book the starting location and final venue before sending invitations. Confirm the start and end times in writing, because late venue confirmation makes it difficult to give participants reliable travel and arrival information.
Close registration early enough to update the participant list and share dietary requirements with every soup stop. Print allergy cards once the list is final, rather than trying to make changes while the event is underway.
Prepare a backup route before checking the forecast. On the final weather check, send practical information about clothing, meeting times and the alternative plan; do not wait until participants are already travelling.
Keep prepared soups refrigerated until they are needed, then heat them to serving temperature at each stop. Test soup kettles or induction hobs beforehand and check that extension cords, bowls, ladles and serving spoons are available at every location.

Frequently asked questions

How far in advance should I organise a paddle tour?: Start at least 6 to 8 weeks ahead if you need a starting location, final venue and four soup stops. Set the route and make the bookings before opening registration, then leave the final week for weather checks, printing and food preparation.
How many soup stops should a paddle tour have?: This plan uses four soup stops. Place them at natural breaks along the route and confirm the soup options, serving times and dietary requirements with each stop before the participant list is final.
When should I check the weather for a paddle tour?: Check the forecast again 48 hours before the tour and decide whether the main or alternative route is safer. Send the final practical information as soon as that decision is made, including any changed start or end details.
When should I collect dietary requirements for a paddle tour?: Ask for dietary requirements during registration and close the list before shopping and preparing the soups. Share the final requirements with all four stops and prepare allergy cards at least one day before 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.