How to organise a wheelchair tour

A wheelchair tour needs more preparation than simply choosing a route. Start by recording the date, checking every section for accessibility and arranging a backup route before inviting participants. Then secure permits, accessible toilets, a suitable start point and a catering location. Registrations should capture contact and dietary details, so you can assign escorts and share practical route information well before the 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
Record date and route
2 people
2
Check the route for accessibility
3 people
3
Determine an alternative route
2 people
4
Apply for permits
5
Reserve starting location
6
Reserve accessible restrooms
7
Reserve catering location
8
Arrange traffic control
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Check participants' contact details
13
Assign escorts
2 people
14
Make route map
2 people
15
Print route maps
16
Send participant information
17
Check the weather forecast
18
Confirm the weather backup plan
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Check materials
2 people
22
Restock first aid supplies
23
Print participant list
24
Lay out wristbands and numbers
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Assemble lunch packs
3 people
28
Set out route signs
2 people
29
Set up tables and chairs
4 people
30
Build party tents
4 people
31
Set up the registration table
2 people
32
Set up the catering buffet
3 people
33
Clear accessible pathways
3 people
34
Put up route signs
3 people
35
Hand out safety vests
2 people
36
Test sound and megaphone
2 people

Event

37
Open registration
4 people
38
Receive participants
4 people
39
Provide participants with route maps
2 people
40
Deliver the welcome speech
41
Give safety instructions
2 people
42
Guide the wheelchair tour
8 people
43
Staff traffic points
4 people
44
Staff the rest area
2 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Welcome participants back
3 people
48
Hand out lunch packs
3 people
49
Serve coffee and tea
2 people
50
Handle thank-you moment
2 people
51
Collect route signs
3 people
52
Remove waste regularly
2 people
53
Store leftovers safely
2 people
54
See participants off
3 people

Aftercare

55
Dismantle tables and chairs
4 people
56
Take down party tents
4 people
57
Wash dishes
3 people
58
Clean the venue
4 people
59
Collect and remove waste
2 people
60
Count and check materials
2 people
61
Return borrowed materials
2 people
62
Clean route signs
2 people
63
Process leftover food
2 people
64
Thank participants
65
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 8

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 80
Coffee cupsqty 50
Serving plattersqty 10
Pouring jugsqty 6

Equipment

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
Rechargeable lampsqty 8
Extension cordsqty 4
Power stripsqty 4

Route and safety

Route signsqty 20
Directional signsqty 12
Barrier tapeqty 6
Safety vestsqty 12
Traffic conesqty 12
Flashlightsqty 8
First aid kitsqty 2
Emergency blanketsqty 10
Rain ponchosqty 20

Registration

Registration formsqty 60
Route mapsqty 60
Wristbandsqty 60
Participant numbersqty 60
Clipboardsqty 6
Ballpoint pensqty 20
Waterproof markersqty 10
Name stickersqty 80
Information boardsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Ice packsqty 20
Hand soap dispensersqty 3

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Trash bag holdersqty 6

Catering

Groceries

Tips

Check the full route in person, including kerbs, crossings, gradients, road surfaces and toilet access. Measure the difficult sections rather than relying on a map or a general accessibility label.
Set the route and safety plan before sending invitations. Arrange traffic control, mark directions clearly and prepare an alternative route in case construction, crowds or access problems block the original.
Reserve accessible toilets and the catering location early, and confirm the exact access arrangements with both venues. Participants need to know where the rest stop is and how far they must travel between key points.
Close registrations with enough time to check every participant’s contact details, dietary requirements and support needs. Assign escorts before printing the participant list, route maps, wristbands and numbers.
Treat weather as a separate operational plan, not a last-minute decision. Check the forecast, confirm when you will switch to the backup plan, and prepare tents, ponchos, lamps, first-aid supplies and emergency blankets before loading the equipment.

Frequently asked questions

How far in advance should I organise a wheelchair tour?: Start at least 8 to 12 weeks before the tour. This gives you time to check the route, apply for permits, reserve accessible toilets and catering, and arrange traffic control before invitations go out.
How do I check whether a wheelchair tour route is accessible?: Inspect the complete route at least 4 weeks ahead, including crossings, slopes, surfaces, kerbs and restrooms. Test the proposed alternative route as well, because a single blocked or unsuitable section can affect the whole tour.
What information should wheelchair tour participants receive?: Send the route map, meeting point, timing, rest-stop details, contact number and weather procedure at least 7 days before the event. Include any access limitations honestly so participants can plan their support.
When should I make a weather backup plan for a wheelchair tour?: Decide the backup plan when you confirm the route, ideally 4 to 6 weeks before the tour. Set a specific forecast-check deadline, such as 48 hours before the start, and prepare rain ponchos, tents, lamps and first-aid supplies in advance.

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.