How to organise a tulip route from start to finish

A tulip route works best when the route, meeting point and participant information are settled before you invite anyone. Start by recording the date, checking the starting location and mapping rest stops at realistic intervals. Then manage registrations, dietary requirements and group sizes so the welcome briefing runs smoothly. On the day, allow time for signs, maps, name badges, coolers and an information desk before the first group leaves.

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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 route and date
2 people
2
Reserve starting location
3
Check parking options
4
Map out rest stops along the route
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Check the weather forecast
10
Check the route again
2 people
11
Send participant information
12
Do the shopping
2 people
13
Print route maps
14
Prepare name badges
15
Compile emergency numbers
16
Prepare materials
2 people

Event

17
Fill coolers
2 people
18
Set up the info desk
2 people
19
Place route signs
2 people
20
Register attendance
2 people
21
Hand out name badges
22
Give welcome briefing
23
Group participants
2 people
24
Hand out route maps
2 people
25
Guide the first group
2 people
26
Guide the second group
2 people
27
Guide third group
2 people
28
Help participants cross safely
2 people
29
Refill drinks
30
Guide the stopover
2 people
31
Hand out snacks
2 people
32
Count participants at rest stops
33
Guide the photo moment
34
Register return
2 people
35
Serve dinner
3 people
36
Refill drinks
37
Present route stories
38
Collect waste
2 people

Aftercare

39
Take down info table
2 people
40
Remove directional signs
2 people
41
Wash dishes
2 people
42
Clean the venue
3 people
43
Empty and clean coolers
44
Collect lost and found items
45
Return materials
2 people
46
Take out the trash
47
Send participant message

What to bring

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

Furniture

Foldable tablesqty 4
Folding chairsqty 50
Beer tablesqty 6
Party tentsqty 2
Picnic blanketsqty 8

Equipment

Coolersqty 4
Thermos flasksqty 6
Power banksqty 4
Mobile phonesqty 4
Walking speaker

Lighting

LED lanternsqty 8
String lightsqty 4

Decorations

Tulip bouquetsqty 6
Tableclothsqty 6
Directional signsqty 12
Directional signsqty 10
Barrier tapeqty 2
Chalkboardsqty 4

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 3
Corkscrewsqty 2
Storage binsqty 12
Pliersqty 6
Ice packsqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning clothsqty 12
Bucketsqty 3
Litter pickersqty 3
Hand soap dispensersqty 4
Towel rollsqty 6

Travel supplies

Route mapsqty 60
Participant listsqty 6
Name badgesqty 60
Pensqty 20
Clipboardsqty 6
Backpacksqty 6
High-visibility vestsqty 12
Binocularsqty 6
Umbrellasqty 10

Safety

First aid kitsqty 2
Flashlightsqty 6
Emergency blanketsqty 6

Catering

Groceries

Tips

Set the route and date first, then check the full route again before sending invitations. A short detour or inaccessible road is much easier to fix before participants register.
Choose the starting location only after checking parking and arrival space. Give participants clear parking instructions and decide where the information desk, tables and registration line will stand.
Place rest stops at intervals that suit the route and the group. Confirm what each stop needs, including seating, picnic blankets, coolers, thermos flasks, reusable cups and serving equipment.
Close registrations with enough time to update the participant list, collect dietary requirements and prepare groups. Print route maps and name badges after the final list is checked, not several weeks earlier.
Prepare the day in two stages: set up signs, barriers, tables and lighting before registration, then brief participants and guide the first group. Keep emergency numbers, charged mobile phones and power banks at the information desk.

Frequently asked questions

How far in advance should I organise a tulip route?: Set the date, route and starting location at least 6 to 8 weeks before the event. Send invitations once parking, rest stops and the main route have been checked.
How many rest stops should a tulip route have?: Plan at least one rest stop for every 60 to 90 minutes of walking, then adjust for the route length and participant needs. Confirm each stop before sharing the final route map.
When should I print tulip route maps and name badges?: Print them 2 to 3 days before the route, after registrations and group divisions are final. Keep a small number of blank badges and spare maps for late changes.
What should I check on the morning of a tulip route?: Check the weather forecast, route signs, parking access, rest stops and the information desk 2 to 3 hours before registration. Fill the coolers, charge phones and power banks, and keep emergency numbers accessible.

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.