How to organise a walking challenge

A walking challenge runs smoothly when the route, registration and safety arrangements are settled before you buy supplies. Start by choosing and checking the routes, then confirm the starting location and any permit requirements. Once registration opens, collect participant details and dietary requirements, assign bib numbers and send clear instructions. In the final week, brief volunteers, prepare signs and maps, check the forecast and set up the start and rest areas in a fixed order.

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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
Determine Walking Routes
2 people
2
Check routes for safety
2 people
3
Reserve starting location
4
Check route permit
5
Create a registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Check participant list
2 people
10
Assign start numbers
2 people
11
Print route maps
2 people
12
Send participant information
13
Brief volunteers
2 people
14
Check the weather forecast
15
Do the shopping
2 people
16
Prepare route signs
2 people
17
Sort bib numbers
2 people
18
Collect materials
2 people
19
Chill drinks
2 people
20
Place route arrows
4 people
21
Set up rest areas
4 people
22
Build the starting area
5 people
23
Set up the registration table
2 people
24
Set up catering
3 people
25
Prepare safety equipment
2 people

Event

26
Staff volunteer stations
6 people
27
Register participants
4 people
28
Hand out race numbers
3 people
29
Explain the route and rules
2 people
30
Lead the group warm-up
2 people
31
Start the walkers
3 people
32
Stock the rest stops
4 people
33
Check route arrows
3 people
34
Welcome participants
3 people
35
Refill drinks
2 people
36
Serve fruit and snacks
3 people
37
Track final registration
2 people
38
Handle medal distribution
2 people
39
Guide the last walkers
2 people
40
Provide the closing and thank-you speech
2 people

Aftercare

41
Remove route arrows
4 people
42
Dismantle the start area
5 people
43
Collect waste
3 people
44
Wash dishes
2 people
45
Clean the starting location
3 people
46
Chill leftover food
2 people
47
Sort materials
2 people
48
Return borrowed materials
2 people
49
Send thank-you message to participants
50
Publish results

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 20
Benchesqty 6
Tableclothqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Megaphonesqty 2

Sports equipment

Bib numbersqty 120
Safety vestsqty 12
Route arrowsqty 80
Route signsqty 18
Route mapsqty 130
Conesqty 24
Medal ribbonsqty 120
Walking medalsqty 120
Umbrellasqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 8
Whistlesqty 12

Registration

Clipboardsqty 6
Pensqty 30
Wristbandsqty 130
Name stickersqty 150
Registration formsqty 130

Decorations

Buntingqty 8
Balloonsqty 100
Arrow sign start
Finish line sign

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setqty 2
Washing-up bowlsqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 10
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Catering

Groceries

Tips

Check every route on foot before the event, including crossings, narrow sections and places where arrows may be missed. Mark the planned rest areas and note where volunteers or first-aid support may be needed.
Open registration early enough to review the participant list at least 48 hours before the walk. Use the final list to prepare bib numbers, route maps and any dietary information for catering.
Send participant information no later than 3 days before the challenge. Include the meeting time, starting location, route length, what to bring, contact details and what happens if the weather changes.
Set up route arrows, signs and cones before building the starting area. Have a volunteer walk the first section after marking it; a missing arrow near the start can affect the whole group.
Keep a simple event-day checklist for drinks, rest areas, registration materials and safety equipment. Chill drinks the day before, test extension cords and megaphones, and place first-aid kits where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a walking challenge?: Start planning at least 6 to 8 weeks before the event. This gives you time to confirm routes, check permits, reserve the starting location, open registration and recruit volunteers.
When should I send information to walking challenge participants?: Send the practical participant information at least 3 days before the walk, then check the final participant list 24 to 48 hours before the start. Send any weather-related change as soon as the forecast requires a decision.
How many volunteers do I need for a walking challenge?: For a small challenge, plan at least 1 volunteer at registration, 1 at the start and 1 at each rest area or key route point. Add coverage for every route section where participants could take a wrong turn or need assistance.
What should I prepare the day before a walking challenge?: Prepare bib numbers, maps, signs, arrows, registration materials and volunteer instructions the day before. Chill drinks, check safety equipment and pack supplies by location so setup does not depend on last-minute sorting.

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.