How to organise a walk from start to finish

A well-organised walk starts with the route, not the sandwiches. Confirm the distance, check whether your municipality requires a notification, and secure the start location before inviting anyone. Then build the participant list, assign checkpoint volunteers and prepare clear route information. On the day, allow time to mark the route, set up registration and brief each group before they leave. This guide follows that order and highlights the details organisers most often arrange too late.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Check the Route and Distance
2 people
2
Submit municipal notification
3
Reserve starting location
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Send participant information
8
Assign route checkpoints
2 people
9
Send volunteer instructions
10
Print route maps
11
Collect materials
2 people
12
Check first aid kit
13
Charge walkie-talkies
14
Do the shopping
2 people
15
Prepare sandwiches
3 people
16
Chill drinks
2 people
17
Prepare route signs
2 people
18
Check the weather forecast

Event

19
Set up the start and finish area
5 people
20
Mark out the route
4 people
21
Set up route checkpoints
4 people
22
Set up the registration table
2 people
23
Register participants
3 people
24
Give the introduction briefing
2 people
25
Start the walking groups
3 people
26
Staff route checkpoints
6 people
27
Staff the water station
3 people
28
Refill drinks
2 people
29
Serve snacks
3 people
30
Guide the last walkers
2 people
31
Clear the route
2 people
32
Check out participants
2 people

Aftercare

33
Turn off lights
2 people
34
Remove route arrows
4 people
35
Take down the start and finish area
5 people
36
Collect waste
3 people
37
Wash dishes
2 people
38
Clean the venue
3 people
39
Count and store materials
2 people
40
Return borrowed materials
2 people
41
Archive route maps

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Coat racksqty 2

Route supplies

Route arrowsqty 40
Conesqty 20
Barrier tapeqty 4
Cable tiesqty 200
Route mapsqty 60
Clipboardsqty 12
Waterproof markersqty 12
Ballpoint pensqty 20

Safety

First aid kitsqty 2
Reflective vestsqty 12
Whistlesqty 12
Emergency blanketsqty 6

Equipment

Walkie-talkiesqty 8
Megaphone
Power banksqty 4
Charging cablesqty 8

Lighting

LED lightsqty 8
Headlampsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 6
Serving traysqty 6
Serving tongsqty 6

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80

Cleaning

Waste binsqty 6
Bucketsqty 2
Microfiber clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Check the route on foot before publishing it. Record the actual distance, difficult sections, crossing points and places where route arrows, cones or barrier tape are needed.
Submit any municipal notification before sending invitations. Also confirm access to the start location, because tables, tents, coat racks and registration materials need time to be unloaded and arranged.
Close registration early enough to use the final numbers. Collect dietary requirements with the registrations, then send participants the start time, meeting point, route length, clothing advice and emergency contact details.
Give every checkpoint a named volunteer, route map, instructions and a way to communicate. Charge walkie-talkies and power banks the day before, rather than discovering flat batteries during setup.
Plan food and drinks for the actual group size. Prepare sandwiches in advance, chill drinks, fill thermos flasks if needed and place reusable cups, plates, cutlery and waste bins where people can find them without blocking registration.

Frequently asked questions

How far in advance should I organise a walking event?: Start at least 6 to 8 weeks ahead for a small organised walk. Use the first 2 weeks to confirm the route, municipal notification and starting location, then open registration and recruit checkpoint volunteers.
How many volunteers do I need for a walk?: Plan at least one volunteer for registration, one person leading or coordinating the start, and one at each checkpoint. Add a route or safety coordinator for groups of more than 30 participants or for routes with several crossings.
When should I mark the walking route?: Mark the route on the morning of the walk, usually 1 to 2 hours before the first group starts. Check the signs again just before departure, especially after wind or rain, and remove all arrows, cones and tape afterwards.
How early should walkers arrive before the start?: Ask participants to arrive 30 minutes before departure. This gives the registration table time to check names, handle late changes and explain the route before the walking groups set off.

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.