How to organise a walking weekend

Start by fixing the date, route and overnight accommodation before inviting anyone. Then work backwards from the first walking day: arrange transport, check the route, prepare an alternative and collect participant details. Food, luggage and safety equipment need their own checks because they are often left until the final evening. Use the final week to confirm the forecast, print route information and make sure everyone knows where and when to arrive.

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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 accommodation
3
Arrange transport to the starting point
2 people
4
Check walking routes
2 people
5
Prepare alternate routes
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Check participant details
10
Print participant list
11
Print route descriptions
12
Check the weather forecast
13
Inform participants about the weather
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Sort non-perishable groceries
2 people
17
Store fresh products chilled
2 people
18
Check hiking gear
2 people
19
Restock the first aid kit
20
Charge and note down phone numbers
21
Prepare luggage by day
3 people

Event

22
Load transport
3 people
23
Signpost the start point
2 people
24
Set up the reception table
2 people
25
Receive participants
3 people
26
Register attendance
2 people
27
Label luggage
2 people
28
Explain the route and safety rules
2 people
29
Assign groups and supervisors
3 people
30
Hand out water and snacks
2 people
31
Supervise the first walking route
4 people
32
Prepare the rest area
2 people
33
Refill drinks
2 people
34
Assign accommodation rooms
2 people
35
Bring luggage to rooms
3 people
36
Set up dinner buffet
4 people
37
Serve dinner
4 people
38
Refill drinks
2 people
39
Set up evening program
3 people
40
Support the evening program
3 people
41
Prepare breakfast table
3 people
42
Serve breakfast
4 people
43
Assemble lunch packs
4 people
44
Distribute day bags
2 people
45
Give the second route briefing
2 people
46
Guide the second walking route
4 people
47
Prepare lunch point
2 people
48
Distribute lunch
3 people
49
Refill drinks
2 people
50
Set up alternative route
3 people
51
Take group photo
52
Guide participants back
4 people
53
Prepare the coffee break
3 people
54
Serve coffee and tea
3 people
55
Gather luggage
3 people
56
Perform departure check
2 people

Aftercare

57
Unload transport
3 people
58
Collect waste
3 people
59
Wash dishes
3 people
60
Empty coolers
2 people
61
Leave accommodation clean
4 people
62
Remove directional signs
2 people
63
Clean materials
3 people
64
Return borrowed materials
2 people
65
Store leftover stock
2 people
66
Share participant photos
67
Return lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 36
Beer tablesqty 4
Benchesqty 6
Coat racksqty 2

Tableware

Reusable cupsqty 60
Coffee cupsqty 36
Platesqty 60
Bowlsqty 36
Cutlery setsqty 40
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Thermos flasksqty 8
Kettlesqty 2
Coolersqty 6
Water containersqty 4
Jerry cansqty 4

Equipment

Portable speakersqty 2
Power banksqty 6
Extension cordsqty 3
Power stripsqty 3
Flashlightsqty 8
Headlampsqty 8
Walkie-talkiesqty 6

Walking gear

Compassqty 6
Route card holdersqty 6
Walking sticksqty 12
Backpacksqty 6
Waterproof route mapsqty 12
Reflective vestsqty 8
Directional signsqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Emergency whistlesqty 12
Rain ponchosqty 12
Sunscreenqty 4

Decorations

Welcome sign
Name badgesqty 36
Tableclothsqty 6
Pensqty 20
Markersqty 8
Clipboardsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Cleaning spongesqty 12
Dish brushesqty 4
Tea towelsqty 12
Towelsqty 8

Catering

Groceries

Tips

Confirm the route and accommodation before sending invitations. Build in an alternative route so bad weather, closures or slow walkers do not disrupt the weekend.
Ask for dietary requirements when people register, not during arrival. Check the final participant list at least 3 days before departure and print a copy for the organisers.
Prepare luggage by day and label anything that stays in the transport. Load fresh food into coolers on the day, while non-perishable groceries can be sorted earlier.
Check walking gear 2 days before leaving, including route card holders, walking sticks, compasses, flashlights and headlamps. Restock the first aid kit rather than assuming it is complete.
On arrival, set up the reception table, signpost the start and charge phones and power banks. Keep key phone numbers written down in case reception or battery power fails.

Frequently asked questions

How far in advance should I plan a walking weekend?: Fix the date, route and accommodation at least 6 to 8 weeks ahead. Send invitations once those three elements are confirmed, then close registrations several days before departure.
How do I organise transport for a walking weekend?: Arrange transport to the starting point after checking the route and final participant numbers. Confirm the departure time and meeting point at least 3 days before the weekend, then load luggage and equipment before participants arrive.
What should I do if the weather changes during a walking weekend?: Check the forecast 24 to 48 hours before departure and prepare an alternate route in advance. Tell participants about the expected conditions and any changes before the first walk starts.
When should I prepare food for a walking weekend?: Shop for groceries during the final 1 to 2 days, then separate non-perishable items from fresh products. Keep fresh food chilled until loading and check dietary requirements against the shopping list before leaving.

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.