How to organise a story walk from start to finish

A story walk combines a guided route with live storytelling, so the order of planning matters. Start by fixing the route, meeting points and final venue before inviting anyone. Then match stories and storytellers to realistic walking times, check accessibility and prepare clear participant information. The details people often leave too late are weather planning, route signs, lighting, dietary requirements and a reliable way to contact the group during the walk.

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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
Define route and starting point
2 people
2
Select stories and storytellers
2 people
3
Check route accessibility
2 people
4
Make a reservation for the start location
5
Make a reservation for the final venue
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Send participant information
10
Inform the storytellers about the program
11
Create route map and directions
2 people
12
Create emergency contacts and participant list
13
Check the weather forecast
14
Check materials and stock
2 people
15
Do the shopping
2 people
16
Check the route in advance
2 people
17
Review stories and timing
4 people
18
Prepare a starter kit for each participant
2 people
19
Sort route signs and ribbons
2 people
20
Chill drinks
2 people
21
Prepare coffee and tea
2 people
22
Portion snacks
2 people
23
Set up tables and chairs
4 people
24
Set up the reception table
2 people
25
Set Up Lighting at Reception
2 people
26
Hang up route signs
3 people
27
Make the story points visible
3 people
28
Test sound equipment
2 people
29
Lay out first aid and safety equipment

Event

30
Check in participants
3 people
31
Serve welcome drinks
2 people
32
Give safety instructions
33
Guide the group to the first story point
2 people
34
Guide Stories at Route Points
6 people
35
Guide the stragglers and front-runners
2 people
36
Refill drinks
2 people
37
Serve snacks
2 people
38
Check lighting along the dark route
2 people
39
Guide the endpoint and return
3 people
40
Present the closing story
2 people
41
Serve the last drinks
2 people

Aftercare

42
Remove the route signs and ribbons
3 people
43
Clear tables and chairs
4 people
44
Wash dishes and supplies
3 people
45
Collect and sort waste
3 people
46
Clean the venue
3 people
47
Pack up sound equipment and lighting
2 people
48
Collect lost and found items
49
Return materials
2 people
50
Clear final stock and dispose of waste
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 70
Tableclothsqty 6

Tableware

Reusable drinking glassesqty 80
Reusable coffee cupsqty 70
Reusable platesqty 80
Reusable cutleryqty 80

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 6
Coolersqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Power banksqty 4

Lighting

LED lanternsqty 12
Headlampsqty 8
Spare batteriesqty 24

Route supplies

Directional signsqty 20
Conesqty 12
Barrier tapeqty 4
Clipboardsqty 4
Waterproof markersqty 8
Printed route mapsqty 80
Program leafletsqty 80

Safety

First aid kitsqty 2
Safety vestsqty 10
Flashlightsqty 6
Emergency blanketsqty 6
Disposable rain ponchosqty 70

Decorations

Welcome sign
Directional Signs for Receptionqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the route and start point first, then walk it in advance with a timer. Allow extra minutes at every story stop for questions, regrouping and slower walkers.
Choose the stories and storytellers only after checking the route. Confirm how long each story takes, where the group will stand and whether voices can be heard without portable speakers or microphones.
Send participant information at least 5–7 days before the walk. Include the meeting point, route length, expected finish time, accessibility notes, weather advice and a contact number for the day.
Prepare route signs, maps and lighting before the event day. Test ribbons, directional signs, lanterns, headlamps and spare batteries on the actual route, especially if part of the walk finishes after dark.
Treat refreshments as part of the schedule, not an afterthought. Chill drinks, prepare coffee and tea, portion snacks and check dietary requirements before setting up the reception and final venue.

Frequently asked questions

How long should a story walk be?: Allow 90 minutes to 2 hours for a story walk with several stops. Build in roughly 10–15 minutes per story location, plus walking time and a short buffer for regrouping.
When should I send story walk invitations?: Send invitations 3–4 weeks before the event if places are limited or storytellers need coordinating. Close registrations early enough to collect dietary requirements and send final participant information 5–7 days beforehand.
How many storytellers do I need for a story walk?: Plan one storyteller for each distinct story stop. For a group of up to 20–25 people, four to six stops usually gives enough variety without making the route feel rushed.
What should I do if it rains during a story walk?: Check the forecast 48 hours before the event and again on the morning itself. Decide in advance whether you will shorten, postpone or move the walk indoors, and have rain ponchos, waterproof maps and a clear cancellation message ready.

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.