How to organise a walking club hike

Start by fixing the route, distance and walking pace before inviting anyone. Then secure the start and finish location, check permits and inspect the route for hazards, traffic points and rest stops. Open registration early enough to collect dietary needs, emergency contacts and realistic numbers. In the final week, assign guides, publish route details, prepare signs and maps, and confirm the weather plan, water points and first-aid cover.

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
Map out walking route
2 people
2
Check the route for safety
2 people
3
Determine an alternative route
2 people
4
Reserve start and finish location
5
Reserve catering for the hike
6
Check permits
7
Send invitations
2 people
8
Open the registration form
9
Publish route information
10
Process registrations
2 people
11
Collect dietary requirements
12
Register emergency contacts
13
Assign volunteers
2 people
14
Assign walking guides
2 people
15
Record traffic points
2 people
16
Identify rest points along the route
2 people
17
Set up water stations
2 people
18
Develop a weather scenario
2 people
19
Check participant list
2 people
20
Communicate start times
21
Create route maps
2 people
22
Print participant badges
23
Prepare route signs
2 people
24
Prepare name labels
25
Check first aid supplies
26
Test communication devices
2 people
27
Test the lighting
28
Check tableware stock
29
Calculate catering quantities
2 people
30
Check the shopping list
2 people
31
Do the shopping
2 people
32
Store non-perishable groceries
2 people
33
Keep chilled products cool
2 people
34
Prepare sandwiches
3 people
35
Prepare soup
2 people
36
Clean the starting location
2 people
37
Set up tables and chairs
4 people
38
Build party tents
4 people
39
Set up registration desk
2 people
40
Put up route signs
4 people
41
Set up rest areas
3 people
42
Set up water stations
3 people
43
Set up first aid table
2 people
44
Chill drinks
2 people
45
Set out coffee and tea
2 people
46
Serve food
3 people

Event

47
Check in participants
3 people
48
Hand out name tags
2 people
49
Explain the route and safety rules
2 people
50
Send walking groups off
4 people
51
Register stragglers
2 people
52
Check route arrows
2 people
53
Staff the rest area
3 people
54
Distribute water and fruit
3 people
55
Support participants en route
4 people
56
Refill drinks
2 people
57
Serve soup and bread
4 people
58
Check off arriving walkers
2 people
59
Collect lost property
60
Receive the last walkers
3 people

Aftercare

61
Remove route signs
4 people
62
Clear the rest stops
3 people
63
Collect waste
4 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Take down party tents
4 people
67
Clean the venue
3 people
68
Store materials dry and complete
2 people
69
Return borrowed materials
2 people
70
Put up route arrows and clear away trash
3 people
71
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Coat racksqty 2
Waste binsqty 6

Tableware

Reusable mugsqty 70
Reusable glassesqty 70
Reusable platesqty 70
Reusable cutleryqty 70
Serving bowlsqty 8
Serving spoonsqty 8
Thermos cupsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Megaphone
Walkie-talkiesqty 6

Sports equipment

Route mapsqty 70
Route arrowsqty 50
Route markersqty 25
Reflective vestsqty 12
Clipboardsqty 6
Pensqty 30
Stopwatchesqty 4
First aid kitsqty 2
Emergency blanketsqty 10
Rain ponchosqty 20

Lighting

LED lampsqty 8
Battery lanternsqty 6
Headlampsqty 12

Decorations

Name labelsqty 70
Welcome sign
Information boardsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 4
Water jugsqty 10
Insulated jugsqty 6
Food containersqty 12

Cleaning

Reusable cleaning clothsqty 20
Bucketsqty 4
Broom and dustpanqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Inspect the full route on foot before publishing it, including every road crossing and steep section. Mark at least one alternative route and record rest points and water points on the route map.
Close or review registration at least 7 days before the hike so you can check the participant list, assign walking guides and prepare badges, name labels and catering quantities.
Give participants a clear start-time message with the meeting point, route length, expected walking time, what to wear and what happens if the weather changes. Send the final version 24 to 48 hours beforehand.
Place route arrows and route posts before participants arrive, especially after junctions where walkers may lose sight of the group. Use reflective vests, walkie-talkies and a megaphone so guides can coordinate safely.
Prepare the finish area before the first walkers return: set up tables, seating, waste bins and catering equipment, and check extension cords, power strips, first-aid kits and emergency blankets.

Frequently asked questions

How far in advance should I organise a walking club hike?: Start planning at least 6 to 8 weeks ahead. Use that time to secure the start and finish location, check permits, inspect the route, open registration and arrange catering.
How many walking guides do I need for a club hike?: Plan one guide for every 10 to 15 walkers, plus a lead guide and a back marker. Confirm the final numbers about 7 days before the hike so the groups and communication plan are clear.
What should I do if the weather changes on the day of the hike?: Create the weather scenario at least 1 week beforehand, including a shorter or alternative route and a cancellation deadline. Check the forecast again 24 hours before the start and communicate the decision before participants travel.
When should I send the final route information to participants?: Publish the main route information when registration opens, then send a final update 24 to 48 hours before the hike. Include the start time, meeting point, route map, rest points, water arrangements and weather instructions.

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.