How to organise a walking holiday

A walking holiday works best when you plan the route, overnight stays and luggage system together. Start by collecting registrations, dietary needs and emergency contacts, then set realistic daily distances and backup routes before booking accommodation and transport. In the final week, confirm every reservation, check the forecast and send participants one clear information pack. This plan helps you keep navigation, food, safety equipment and luggage organised from departure to the last day.

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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
Invite participants
2
Process registrations
3
Collect dietary requirements
4
Collect emergency contacts
5
Reserve overnight stays
6
Arrange transport
7
Select walking routes
8
Check daily distances
9
Determine alternative routes
10
Check the weather forecast
11
Send participant information
12
Send the packing list
13
Print route maps
14
Confirm reservations
15
Check walking gear
2 people
16
Restock the first aid kit
17
Charge navigation equipment
18
Charge power banks
19
Do the shopping
2 people
20
Pack food by day
2 people
21
Distribute luggage per participant
2 people
22
Attach luggage tags
23
Share departure times

Event

24
Set up the meeting point
2 people
25
Register attendance
26
Check luggage
2 people
27
Explain the route and safety rules
28
Fill water bottles
2 people
29
Start of the first hike stage
6 people
30
Provide the break and lunch
2 people
31
Take group photo
32
Check in at accommodation
2 people
33
Allocate rooms
34
Prepare evening meal
3 people
35
Serve dinner
2 people
36
Discuss tomorrow's daily route
37
Wash dishes
2 people
38
Refill drinks
39
Second stage walk
6 people
40
Prepare breakfast
2 people
41
Hand out lunch packs
2 people
42
Transport luggage to the next location
2 people
43
Hike Stage 3
6 people
44
Monitor walking pace and breaks
2 people
45
Fourth hiking stage
6 people
46
Check lost property
47
End of the final hike stage
6 people
48
Escort the return trip
2 people
49
Collect left-behind luggage
2 people

Aftercare

50
Collect waste
2 people
51
Leave the accommodation clean
3 people
52
Clean the kitchen
2 people
53
Inventory materials
2 people
54
Return borrowed items
55
Clean walking supplies
2 people
56
Distribute leftover food
57
Register participants home safely

What to bring

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

Sports equipment

Walking sticksqty 6
Backpacksqty 6
Rain coversqty 6
Seat matsqty 6
Reflective vestsqty 6
Water bagsqty 6
Daypacksqty 6

Navigation

GPS devicesqty 2
Compassesqty 3
Paper route mapsqty 6

Equipment

Smartphonesqty 6
Power banksqty 4
Charging cablesqty 6
Headlampsqty 6

Safety

First aid kit
Emergency blanketsqty 6
Whistlesqty 6
Emergency ponchosqty 6

Luggage

Luggage tagsqty 12
Waterproof bagsqty 12
Packing bagsqty 12

Kitchen

Cooking stovesqty 2
Gas canistersqty 6
Cooking potsqty 2
Cutting boardsqty 2
Pocket knivesqty 2
Serving spoonsqty 2

Tableware

Camping platesqty 8
Camping cupsqty 8
Camping cutleryqty 8

Catering

Coolersqty 2
Reusable water bottlesqty 8
Lunch boxesqty 8
Groceries

Cleaning

Dish brushesqty 2
Tea towelsqty 6
Waste binsqty 2

Tips

Set the daily distance before confirming overnight stays. Check walking time, elevation and access to food or water, and prepare an alternative route for each day in case of bad weather or a closed path.
Collect dietary requirements and emergency contacts when registrations open, not during departure week. Keep the final list with the group leader and use it when packing food by day.
Confirm accommodation and transport twice: once when booked and again 3–5 days before departure. Share departure times and meeting-point details in the same message so nobody relies on an old schedule.
Pack luggage by participant and by day, then attach waterproof luggage tags before loading it. Keep daypacks separate from overnight bags so essential items remain accessible during the walk.
Charge GPS devices, phones and power banks the night before departure, and carry paper route maps, compasses and headlamps as backups. Check the first aid kit and emergency equipment before registering attendance at the meeting point.

Frequently asked questions

How far in advance should I plan a walking holiday?: Start planning at least 8–12 weeks before departure, especially if you need several overnight stays or group transport. Open registrations early enough to collect dietary requirements and emergency contacts before booking the final arrangements.
How many kilometres should we walk each day?: Choose a daily distance based on terrain, elevation, weather and the group’s experience rather than kilometres alone. For a mixed group, allow roughly 5–7 hours of walking time and keep an alternative route ready for each day.
When should I send the walking holiday packing list?: Send the packing list 2–3 weeks before departure, then send a short weather-based update 2–3 days beforehand. This gives participants time to check walking gear, rain protection, water capacity and chargers without creating last-minute questions.
What should I check before a group walking holiday starts?: In the final 24 hours, check the forecast, reservations, route maps, navigation equipment, charged power banks, food and first aid supplies. At the meeting point, register attendance and confirm departure times before distributing luggage.

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