How to organise a walking camp

A walking camp needs more than a route and a meeting point. Start by fixing the date, reserving the start and finish locations, and checking whether the route works for the group. Then organise registrations, dietary and medical information, group leaders and emergency contacts before sending final instructions. Keep a weather alternative ready, and leave the final route, forecast and equipment checks until the last few days.

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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 date and route
2 people
2
Reserve the start and finish locations
3
Check the walking route
2 people
4
Set an alternative route
2 people
5
Determine weather-dependent choices
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Collect medical information
10
Check permissions
11
Create the participant list
12
Create group assignments
2 people
13
Assign escorts to groups
2 people
14
Collect emergency contacts
15
Write out route instructions
16
Send participant information
17
Confirm attendance and departure time
18
Check the weather forecast
19
Check the route again for accessibility
2 people
20
Check the shopping list
21
Do the shopping
2 people
22
Keep chilled products cool
23
Collect materials
2 people
24
Check the first aid kit
25
Charge phones and power banks
2 people
26
Print route maps
27
Assemble participant packs
2 people

Event

28
Set up the start area
4 people
29
Set up tables and benches
3 people
30
Set up the registration table
2 people
31
Set up the water and snack point
2 people
32
Place route arrows
2 people
33
Brief chaperones
2 people
34
Receive participants
4 people
35
Register attendance
2 people
36
Make emergency contacts available
37
Explain the walking rules
2 people
38
Let groups depart
4 people
39
Guide the group route
6 people
40
Guide the stopover
6 people
41
Hand out water and snacks
3 people
42
Refill drinks
2 people
43
Monitor pace and those lagging behind
4 people
44
Prepare the finish line
3 people
45
Register arrival
2 people
46
Check shoes and clothing
2 people
47
Serve fruit and soup
4 people
48
Set up the bread meal
4 people
49
Serve bread meal
4 people
50
Refill drinks
2 people
51
Explain the evening game
2 people
52
Supervise the evening game
6 people
53
Serve hot drinks
3 people
54
Register participants back in
2 people
55
Check departure arrangements
2 people
56
See participants off
4 people

Aftercare

57
Collect waste
3 people
58
Wash dishes
3 people
59
Clear away the tables and benches
3 people
60
Remove route arrows
2 people
61
Clean the start and finish locations
3 people
62
Check borrowed materials
2 people
63
Return borrowed materials
2 people
64
Process leftover food
65
Register lost property
66
Return lost property
67
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 6
Folding benchesqty 8
Registration desk
Waste binsqty 4

Tableware

Reusable cupsqty 50
Reusable platesqty 40
Reusable cutleryqty 40
Soup bowlsqty 40
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 6
Serving spoonsqty 4
Coolersqty 6
Ice cubesqty 12

Equipment

Kettlesqty 3
Speaker
Microphone
Power banksqty 8

Sports equipment

Hiking backpacksqty 30
Reflective vestsqty 12
Walking sticksqty 12
Conesqty 20
Ropesqty 4
Frisbeesqty 6
Ballsqty 6

Lighting

Flashlightsqty 12
Headlampsqty 12
Batteriesqty 24

Safety

First aid kitsqty 3
Emergency blanketsqty 10
Whistlesqty 12
Hand sanitizerqty 6
Sunscreenqty 6

Communication

Mobile phonesqty 6
Walkie-talkiesqty 8
Route mapsqty 12
Directionsqty 35
Participant listsqty 8
Emergency contact formsqty 40

Decorations

Start flagsqty 2
Route arrowsqty 40
Barrier tapeqty 4
Name stickersqty 40

Cleaning

Trash bagsqty 40
Washing-up tubsqty 3
Dish spongesqty 6
Tea towelsqty 12
Cleaning bucketsqty 3

Catering

Groceries

Tips

Check the route twice: once while planning and again shortly before the walk. Look specifically for accessibility, road crossings, rest points and places where a group could get separated.
Set a registration deadline at least 7 days before departure. Use the final list to assign groups, escorts, dietary requirements and emergency contacts instead of doing this at the meeting point.
Send route instructions and departure details no later than 3 days before the walk. Include what participants should bring, how groups are formed and what happens if the weather changes.
Make the weather decision at a fixed time, such as 48 hours before departure, and define the alternative route in advance. A last-minute discussion leaves too little time to update participants and escorts.
Pack safety and communication equipment separately from catering supplies. Check first aid kits, charged phones, power banks, torches and spare batteries the day before, then keep chilled food cold until serving.

Frequently asked questions

How far in advance should I organise a walking camp?: Start planning at least 4 to 6 weeks before the walk, especially if you need to reserve both the start and finish locations. Close registrations about 7 days before departure so group assignments and safety information are complete.
How many walking groups should I make?: Keep each group small enough for the escort to count everyone at stops and crossings; a practical starting point is 8 to 12 walkers per group. Adjust the number to the route, participant ages and the number of available escorts.
When should I check the walking route and weather?: Check the route during the planning stage, then repeat the accessibility and obstruction check within 2 to 3 days of departure. Check the forecast at least 48 hours before the walk and again on the morning itself.
What information should I collect from participants?: Collect registrations, dietary requirements, relevant medical information and an emergency contact before final group assignments. Set the deadline at least 7 days before departure and confirm attendance and departure time afterward.

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