How to organise a walk with task stations
Start by fixing the route, distance and task locations before inviting anyone. Then secure the venue and any required permission, open registrations and collect dietary requirements while there is still time to adjust catering. During the final week, recheck the route, assign volunteers and prepare printed materials by station. On the day, set up the start and finish areas first, place the route arrows, test communication equipment and brief every volunteer before participants arrive.
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 distance
2 people
- 2
Select task locations
2 people
- 3
Reserve venue
- 4
Request required permission
- 5
Send invitations
- 6
Process registrations
- 7
Collect dietary requirements
- 8
Assign volunteers
- 9
Check the route again
2 people
- 10
Work out assignments
2 people
- 11
Print task cards
- 12
Print route maps
- 13
Print participant list
- 14
Do the shopping
2 people
- 15
Chill drinks
2 people
- 16
Prepare snacks
3 people
- 17
Distribute materials by post
2 people
- 18
Bundle route arrows
2 people
Event
- 19
Set up the start table
3 people
- 20
Set up the finish area
5 people
- 21
Place route arrows
3 people
- 22
Set up assignment stations
4 people
- 23
Set up catering
3 people
- 24
Test sound system
2 people
- 25
Brief volunteers
2 people
- 26
Receive participants
3 people
- 27
Give the introduction briefing
2 people
- 28
Register participants
2 people
- 29
Supervise assignment station one
2 people
- 30
Guide station two
2 people
- 31
Assist at checkpoint 3
2 people
- 32
Guide task station four
2 people
- 33
Check route and safety
2 people
- 34
Refill drinks
2 people
- 35
Welcome finishers
3 people
- 36
Serve snacks and soup
3 people
- 37
Check answers
2 people
- 38
Announce the winners
- 39
Guide the last participants
2 people
Aftercare
- 40
Remove route arrows
3 people
- 41
Dismantle furniture
4 people
- 42
Collect waste
3 people
- 43
Wash dishes
2 people
- 44
Clean the venue
3 people
- 45
Inventory materials
2 people
- 46
Return borrowed items
2 people
- 47
Store leftover food
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
Equipment
- Coolersqty 4
- Bluetooth speaker
- Power banksqty 4
- Megaphone
- Walkie-talkiesqty 6
- Kettlesqty 2
Lighting
- LED lampsqty 8
- Extension cordsqty 4
Sports equipment
- Route arrowsqty 40
- Conesqty 20
- Ropeqty 4
- Stopwatchesqty 4
- Ballqty 2
- Hoopsqty 4
- Blindfoldsqty 8
- Measuring tapesqty 4
- Waterproof storage boxesqty 4
- Route mapsqty 60
- Assignment cardsqty 20
- Answer formsqty 60
- Clipboardsqty 10
- Pensqty 70
- Markersqty 12
- Prizesqty 6
Tableware
- Reusable cupsqty 60
- Platesqty 60
- Cutlery setsqty 60
Kitchen
- Thermos flasksqty 6
- Soup bowlsqty 50
- Serving spoonsqty 4
- Cutting boardsqty 3
- Knivesqty 6
- Serving plattersqty 8
- Water jugsqty 6
Cleaning
- Waste binsqty 6
- Broom and dustpanqty 2
- Mop set
- First aid kit
Catering
- Groceries
Tips
- Walk the full route again no later than one week before the event. Check every arrow, crossing and task location, especially after bad weather or roadworks.
- Give each volunteer a written assignment and station location at least 2–3 days beforehand. Include who covers breaks, where materials are stored and who has the walkie-talkie or megaphone.
- Print route maps, task cards and the participant list after registrations close, not several weeks early. Keep spare copies in a waterproof storage box at the start table.
- Set up the start table and finish area before placing the route arrows. This gives you a fixed place for registration, materials, drinks and late questions while the route team is outside.
- Prepare drinks and snacks in timed batches rather than leaving everything out early. Chill drinks before participants arrive, keep soup in thermos flasks and use reusable cups so serving does not depend on a constant supply of clean glasses.
Frequently asked questions
- How far in advance should I plan a walk with tasks?
- Start planning at least 4–6 weeks ahead. Use the first two weeks to record the route, choose task locations, reserve the venue and request permission; leave the final week for route checks and printing.
- When should I send invitations for a task walk?
- Send invitations about 3–4 weeks before the walk. Close registrations early enough to print the participant list and confirm dietary requirements, preferably 3–5 days before the event.
- How many volunteers do I need for a walk with task stations?
- Assign at least one volunteer to every active task station, plus two people for the start and finish areas and one route coordinator. Add one or two floaters when stations need breaks or the route has several separate sections.
- What should I check on the morning of the walk?
- Allow at least 90 minutes before participant arrival for setup. Test the Bluetooth speaker and walkie-talkies, check power banks and extension cords, place route arrows and confirm that every station has its task materials.
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.
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