How to organise a team-building walk

Start with the route and finish location, then build the rest of the day around travel time, group sizes and the activities you want to run. Scout the walk before inviting anyone, including crossings, toilets, phone coverage and places to stop. Confirm dietary requirements, emergency contacts, transport and parking early. On the day, keep registration, briefing, group allocation and equipment checks at the starting point before teams set 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
Set route and finish location
2 people
2
Scout the walking route in advance
2 people
3
Determine an alternative rain route
2 people
4
Create the participant list
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Collect emergency contacts
9
Confirm transport and parking
10
Reserve final venue
11
Calculate catering quantities
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Print route maps
15
Create participant groups
2 people
16
Prepare team-building activities
2 people
17
Pack materials per team
2 people
18
Chill drinks
2 people
19
Store food chilled
2 people
20
Set up the starting point
3 people
21
Set up the final location
4 people
22
Brief teams and supervisors
3 people

Event

23
Register attendance
2 people
24
Explain the schedule and safety rules
2 people
25
Introduce the teams
3 people
26
Send the walking teams off
3 people
27
Lead the team-building activity
6 people
28
Lead the break and water break
3 people
29
Check route points
3 people
30
Welcome participants at the finish venue
3 people
31
Set out snacks
3 people
32
Set up buffet
4 people
33
Serve drinks and food
4 people
34
Refill drinks
2 people
35
Discuss team results
2 people
36
Serve dessert and coffee
3 people
37
Check final departure
2 people

Aftercare

38
Clear away food and drinks
3 people
39
Collect and sort waste
3 people
40
Wash dishes and kitchen equipment
3 people
41
Clear tables and chairs
4 people
42
Clean the venue
3 people
43
Collect Route and Team Materials
2 people
44
Return borrowed materials
2 people
45
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentqty 2
Buffet tablesqty 3

Tableware

Reusable platesqty 35
Reusable cupsqty 70
Coffee cupsqty 35
Knivesqty 35
Forksqty 35
Spoonsqty 35
Serving plattersqty 8
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Pliersqty 4
Thermos flasksqty 4

Equipment

Coolersqty 4
Extension cordsqty 2
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Conesqty 12
Rope rollsqty 4
Assignment cardsqty 8
Markersqty 12
Clipboardsqty 8
Notepadsqty 8
Stopwatchesqty 4
Reflective vestsqty 8
Compassqty 4
Waterproof route mapsqty 35
Barrier tapeqty 2
Whistlesqty 6
Umbrellasqty 6
Waterproof storage boxesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 6
Emergency blanketsqty 6
Waterproof phone casesqty 6

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Dish brushesqty 3
Tea towelsqty 12

Catering

Groceries

Tips

Scout the route at least one week before the walk and record the realistic walking time, difficult sections and stopping points. Prepare a shorter rain route rather than deciding on an alternative after everyone arrives.
Set team sizes before sending invitations. For a practical activity setup, pack one clipboard, notepad, marker and set of assignment cards per team, then label each pack clearly.
Collect dietary requirements and emergency contacts with the registration, not in a last-minute email. Use the final participant count to calculate food, drinks and tableware at least three days before shopping.
Plan the finish location as carefully as the route. Reserve enough tables and chairs, check power access for thermos flasks or lighting, and keep coolers available for food and drinks that must stay chilled.
Allow 20 to 30 minutes for arrival and registration, followed by a short safety briefing. Give supervisors route maps, reflective vests and a clear contact method before introducing the teams.

Frequently asked questions

How far in advance should I plan a team-building walk?: Begin planning four to six weeks ahead if you need a final venue, transport or catering. Scout the route and confirm the rain option at least one week before the event.
How long should a team-building walk take?: Allow 2 to 3 hours for the walk and activities, then add 30 to 60 minutes at the finish for food, drinks and team results. Include 20 to 30 minutes before departure for registration and briefing.
How many people should be in each team?: Groups of 4 to 8 people usually work well for walking challenges and discussion-based activities. Create the groups before the day so materials can be packed and handed out without delaying the start.
When should I confirm food and drinks for the walk?: Collect dietary requirements when people register and confirm quantities three days before the event. Shop close enough to the start time to keep chilled food and drinks cold, using coolers where necessary.

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.