How to organise a walking competition

A walking competition runs smoothly when the route, permissions and volunteer plan are settled before you open registration. Start by deciding the distances and checking the proposed route, then reserve the start location and handle municipal registration or route permits. After that, build the registration process, assign people to traffic points and checkpoints, and prepare participant materials. The final week is for a route check, shopping, packing and setting up the start and finish area—not for solving missing paperwork.

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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 routes and distances
2 people
2
Reserve starting location
3
Register event with the municipality
4
Apply for route permits
5
Map traffic points
2 people
6
Recruit volunteers
2 people
7
Create registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Send participant confirmations
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Arrange first aid staffing
14
Check the route one last time
2 people
15
Set up the start and finish area
2 people
16
Design race numbers
17
Prepare route maps
2 people
18
Print participant list
19
Print race numbers
2 people
20
Prepare medal labels
2 people
21
Order prizes and medals
22
Check the shopping list
2 people
23
Do the shopping
3 people
24
Store drinks and chilled goods
2 people
25
Collect materials
3 people
26
Assemble route packs by post
3 people
27
Prepare the volunteers briefing
2 people
28
Check the weather forecast

Event

29
Open venue
2 people
30
Check the venue for safety
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Set up registration desk
2 people
34
Set up the catering table
3 people
35
Prepare coffee and tea
2 people
36
Chill drinks
2 people
37
Place route arrows
5 people
38
Set up checkpoints
4 people
39
Place safety signs
3 people
40
Set up the first aid station
2 people
41
Test sound system
2 people
42
Welcome volunteers
2 people
43
Brief volunteers
3 people
44
Hand out race numbers
4 people
45
Process late registrations
2 people
46
Guide participants to the start
3 people
47
Give opening instructions
48
Start the walking race
3 people
49
Staff the checkpoints
8 people
50
Register participants at the finish
3 people
51
Award finisher medals
3 people
52
Distribute water and fruit
4 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Refill coffee and tea
2 people
56
Empty trash bins
2 people
57
Check route arrows periodically
3 people
58
Follow up on missing participants
2 people
59
Check the result
2 people
60
Handle prize ceremony
3 people
61
Complete the arrival program
2 people
62
Dismiss route marshals
2 people

Aftercare

63
Remove route arrows
5 people
64
Remove traffic signs
3 people
65
Clean up catering
3 people
66
Wash dishes
3 people
67
Clear tables and chairs
4 people
68
Take down party tents
4 people
69
Collect waste
3 people
70
Clean the venue
4 people
71
Check first aid supplies
72
Collect participant materials
2 people
73
Sort materials
3 people
74
Return borrowed materials
2 people
75
Store leftover groceries
2 people
76
Check the route again
2 people
77
Register lost and found items
78
Publish the results
79
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 40
Bar stoolsqty 4
Tableclothsqty 8

Sports equipment

Route arrowsqty 120
Marker ribbonsqty 12
Route conesqty 30
Bib numbersqty 200
Safety pinsqty 400
Medal ribbonsqty 180
Medalsqty 180
Prizesqty 6
Stopwatchesqty 4
Clipboardsqty 12
Pensqty 30
Pencil sharpenersqty 4
Calculatorsqty 2
Route mapsqty 220
Start and finish bannersqty 2
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 25
Walkie-talkiesqty 10
Whistlesqty 12
Flashlightsqty 12
Rain umbrellasqty 10
Cratesqty 20
Bags for route checkpointsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 40
Mobile chargersqty 6
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3

Tableware

Reusable cupsqty 250
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 100
Serving traysqty 8
Water jugsqty 12

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 3
Cooler elementsqty 20

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100
Hand sanitizerqty 8
Tissuesqty 20

Lighting

LED lampsqty 10
Light Stripsqty 4

Decorations

Buntingqty 8
Directional signsqty 20
Info boardsqty 8
Chalkboardsqty 4

Cleaning

Broomqty 3
Trash binsqty 12
Cleaning bucketsqty 3
Mopsqty 3
Cleaning spongesqty 12
Litter pickersqty 4
Towelsqty 20

Catering

Groceries

Tips

Set the route and distances before inviting anyone. Mark traffic points, crossings and checkpoints on a route map, then allow time for a final inspection before event day.
Handle permits early. Municipal registration and route permits can take several weeks, so submit them before publishing the registration deadline and keep the approval details with the event paperwork.
Recruit volunteers by function, not just by headcount. Assign separate people for registration, traffic points, route checkpoints, first aid and the finish area, and give them route maps and communication instructions.
Close registration with enough time to prepare. Print the participant list and race numbers at least 2–3 days before the event, collect dietary requirements, and send confirmations with the start details.
Pack the event in labelled crates instead of loose bags. Keep route arrows, marker ribbons, cones, safety vests, walkie-talkies, stopwatches and checkpoint bags together so volunteers can collect everything quickly.

Frequently asked questions

How far in advance should I organise a walking competition?: Allow at least 6–8 weeks for a small walking competition. Start permits, the route and volunteer recruitment first; registration and printed materials can follow once the route is approved.
Do I need a permit for a walking competition?: Often, yes, especially if the route uses public roads or affects traffic. Contact the municipality at least 6 weeks before the event to ask about registration and route permits, then confirm any traffic-control requirements.
How many volunteers do I need for a walking competition?: Plan one volunteer for registration and one for the finish area, then add one person for each traffic point or checkpoint. For a route with 6 checkpoints and 3 traffic points, that means at least 11 operational roles before adding first-aid cover or a reserve.
When should I prepare the race numbers and medals?: Prepare and check race numbers 2–3 days before the event, using the final participant list. Label medals and pack prizes during the same period, so event-day volunteers only need to distribute them.

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