How to organise a rainwater excursion

A rainwater excursion works best when the route, measuring points and group plan are fixed before invitations go out. Participants need clear information about waterproof clothing, meeting arrangements and what they will measure. On the day, allow time to register everyone, give a safety briefing and divide the group before heading out. The equipment is easy to overlook: label sample bottles, test measuring tools and keep notebooks and paperwork dry.

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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 the route and checkpoints
2 people
2
Secure site permission
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Check the weather forecast
7
Send participant information
8
Check measuring equipment
2 people
9
Check rain gear
2 people
10
Do the shopping
2 people
11
Collect materials
2 people
12
Label the materials
2 people
13
Chill food and drinks
2 people
14
Prepare lunch packs
3 people
15
Prepare route signs
2 people
16
Set up the venue
4 people
17
Set up tables and chairs
3 people
18
Set up registration desk
2 people
19
Mark out measuring points
3 people
20
Check routes and emergency exits
2 people

Event

21
Register participants
3 people
22
Hand out welcome drinks
2 people
23
Give safety instructions
2 people
24
Assign excursion groups
3 people
25
Lead the rainwater route
6 people
26
Collect water samples
4 people
27
Carry out water measurements
4 people
28
Record the results
3 people
29
Take photos of checkpoints
30
Guide participants back
6 people
31
Serve coffee and tea
2 people
32
Serve the buffet
4 people
33
Refill drinks
2 people
34
Present results
2 people
35
Moderate the Q&A
2 people
36
See participants off
2 people

Aftercare

37
Collect waste
3 people
38
Wash dishes
3 people
39
Clean the venue
4 people
40
Store materials dry
3 people
41
Remove signs and barriers
2 people
42
Clean measuring equipment
2 people
43
Keep leftovers refrigerated
44
Return rental items
2 people
45
Take waste to the collection point
2 people
46
Save measurement data digitally
47
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Tableclothsqty 6
Umbrella binsqty 2

Equipment

Coolersqty 4
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Projector
Projection screen
Laptop
Power banksqty 4

Measuring equipment

Measuring cupsqty 8
Sample bottlesqty 20
pH test stripsqty 4
Thermometersqty 4
Turbidity cardsqty 4
Rain gaugesqty 4
Measuring tapesqty 4
Work glovesqty 20
Plastic scoopsqty 8
Waterproof notebooksqty 12
Clipboardsqty 12
Markersqty 12
Digital scalesqty 2

Lighting

LED lampsqty 6
Flashlightsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 10
Barrier tapeqty 4
Traffic conesqty 12
Waterproof walkie-talkiesqty 6

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 3
Thermos flasksqty 6
Water jugsqty 6
Ice packsqty 12

Registration

Name stickersqty 60
Pensqty 20
Registration formsqty 60
Route mapsqty 60

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Washing-up tubsqty 3
Cleaning spongesqty 6

Catering

Groceries

Tips

Set the route and measuring points first, then confirm site permission and emergency exits before sending invitations. A route with clearly marked points is easier to run when several groups leave at the same time.
Send participant information at least 5 days before the excursion. State the meeting time, expected walking time, rain gear requirements and any food or dietary details you need for the lunch packs.
Check measuring equipment 2 to 3 days beforehand. Count the sample bottles, measuring cups, rain gauges, thermometers and pH test strips, then label materials by group or measuring point.
Prepare a wet-weather registration area with a tent, table, chairs and umbrella bins. Keep clipboards, waterproof notebooks and spare markers under cover, and place first aid kits where staff can reach them quickly.
Check the forecast 24 hours before the event and again on the morning itself. Give the safety briefing before assigning excursion groups, including instructions for slippery ground, low visibility and returning to the venue if conditions worsen.

Frequently asked questions

How far in advance should I plan a rainwater excursion?: Start at least 3 to 4 weeks ahead. Use the first week to secure site permission and fix the route, then allow 5 days for invitations, registrations and dietary requirements.
What should participants bring to a rainwater excursion?: Tell them to bring waterproof clothing, sturdy shoes and any personal medication. Send this information at least 5 days before the event so people have time to check their rain gear.
How do I organise groups for rainwater measurements?: Assign groups after registration and the safety briefing, before anyone leaves the venue. A practical approach is to give each group a numbered route, labelled sample bottles and one clipboard with waterproof notes.
When should I check the weather for a rainwater excursion?: Check the forecast 24 hours before the excursion and again on the morning of the event. Use the second check to decide whether the route, measuring points or start time need changing.

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