How to organise a walking weekend

Start by fixing the walking routes, start and finish points, and the overnight plan before inviting anyone. Once the route length and accommodation are clear, you can collect registrations, dietary requirements and emergency contact details without constant changes. The final week is about turning the plan into something people can follow: download and print maps, prepare signs and participant packs, check the forecast, and organise food, drinks and first aid. Keep one final participant list with checked phone numbers at the reception table.

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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
Select walking routes
2 people
2
Check route maps
2 people
3
Set the start and finish points
2 people
4
Reserve venue
5
Reserve overnight accommodations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Send participant information
10
Check the weather forecast
11
Create final participant list
12
Check phone numbers
13
Download route files
14
Print route maps
2 people
15
Make arrows and route signs
2 people
16
Assemble participant packs
3 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Prepare lunch packs
4 people
21
Fill first aid bags
2 people
22
Lay out route signs
2 people
23
Open venue
2 people
24
Set up tables and chairs
4 people
25
Set up the reception table
2 people
26
Set out coffee and tea
2 people
27
Put up info boards
2 people
28
Set up route signs
3 people

Event

29
Register participants
3 people
30
Distribute participant packs
2 people
31
Bring luggage to rooms
3 people
32
Give welcome briefing
2 people
33
Guide the short introduction walk
3 people
34
Serve drinks
2 people
35
Refill drinks
36
Serve snacks
2 people
37
Set up the dinner buffet
4 people
38
Serve dinner buffet
3 people
39
Lead the evening walk
3 people
40
Collect tableware
2 people
41
Set up breakfast buffet
3 people
42
Serve breakfast
3 people
43
Hand out lunch packs
2 people
44
Explain the day route
2 people
45
Group participants
2 people
46
Guide the long walk
6 people
47
Stock the rest area
3 people
48
Distribute water and fruit
3 people
49
Welcome late arrivals
2 people
50
Re-register participants
2 people
51
Serve coffee and tea
2 people
52
Provide the lunch break
2 people
53
Handle prize ceremony
2 people
54
Guide leisure activities
2 people
55
Reheat the evening meal
3 people
56
Serve dinner
3 people
57
Facilitate the board game
2 people
58
Guide checkout
2 people
59
Lead the short closing walk
3 people
60
Serve closing coffee
2 people
61
See participants off
2 people

Aftercare

62
Collect route signs
3 people
63
Tear down the venue
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the kitchen
2 people
67
Clean the restrooms
2 people
68
Inventory materials
2 people
69
Return borrowed items
2 people
70
Collect lost and found items
71
Share photos with participants
72
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Coat racksqty 3
Waste binsqty 6
Party tentsqty 2

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 60
Soup bowlsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Bluetooth speakersqty 2
Power banksqty 6

Route and safety

Compassqty 6
Walkie-talkiesqty 8
First aid bagsqty 3
Emergency blanketsqty 12
Whistlesqty 20
Reflective vestsqty 12
Route arrowsqty 80
Route signsqty 20
Barrier tapeqty 4
Flashlightsqty 8
Rain ponchosqty 15
Walking sticksqty 10
Ropeqty 2
Route mapsqty 60
Clipboardsqty 6
Pensqty 30
Name stickersqty 60
Wristbandsqty 60

Sports equipment

Backpacksqty 10
Drink bottlesqty 20
Picnic blanketsqty 6
Frisbeesqty 3
Board gamesqty 6

Decorations

Welcome sign
Information boardsqty 4
Tableclothsqty 8
Buntingqty 6
Balloonsqty 40

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Scissorsqty 4
Serving plattersqty 12
Storage boxesqty 20
Aluminum foilqty 3
Cling filmqty 3
Cool bagsqty 45

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broomqty 2
Litter pickersqty 3

Catering

Groceries

Tips

Choose routes before opening registration, and check every map, crossing and finish point in person or against the latest route files. Build in time for a shorter alternative if the forecast changes.
Set a firm registration deadline at least 7 days before the weekend. Use the final list to confirm accommodation, dietary requirements, lunch packs and the number of participant packs.
Send participant information 3 to 5 days before departure with start times, meeting points, route length, overnight details and a phone number for problems. Do not assume everyone will download route files themselves.
Prepare navigation materials in batches: print one route map per participant plus a few spares, and make enough arrows and signs for every turn that could cause hesitation. Pack signs by route so they can be placed quickly.
Finish food and safety checks the day before. Chill drinks, prepare snacks and lunch packs, fill first aid bags, charge power banks and radios, and check that the forecast still matches your clothing and shelter plan.

Frequently asked questions

How far in advance should I organise a walking weekend?: Start route planning and accommodation bookings 6 to 8 weeks ahead. Close registrations about 7 days before the weekend so you still have time to confirm food, rooms, participant packs and safety details.
How many route maps should I print for a walking weekend?: Print one map per participant, plus 5 to 10 spare copies for leaders, lost maps and last-minute additions. Download the route files and check the printed maps at least 2 days before the walk.
When should I send the participant information?: Send it 3 to 5 days before the start, after the routes and accommodation are confirmed. Include meeting points, start times, route details, what to bring and a contact number for changes on the day.
What should I check the day before a walking weekend?: Check the weather forecast, final participant list and phone numbers, then prepare food, drinks, maps, signs and first aid bags. Charge radios and power banks and allow at least 2 hours for packing and loading.

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.