How to organise an evening four-day walk

An evening four-day walk needs more than a route and a start time. Begin by fixing the date, checking every route in person and securing the start and finish locations before opening registration. Permits, traffic measures and volunteer cover usually take longer than expected, especially for evening sections. Work backwards from the first walking day so route signs, stamp cards, wristbands, refreshments and lighting are packed and ready before setup begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and routes
3 people
2
Reserve start and finish locations
2 people
3
Submit permits and notifications
2 people
4
Apply for traffic measures
2 people
5
Develop route maps
3 people
6
Check routes on site
4 people
7
Mark dangerous route points
3 people
8
Recruit volunteers
3 people
9
Send invitations
2 people
10
Open registration form
2 people
11
Process registrations
3 people
12
Collect dietary requirements
2 people
13
Design stamp cards
2 people
14
Print stamp cards
2 people
15
Make route signs and arrows
4 people
16
Create volunteer schedule
2 people
17
Send volunteer instructions
2 people
18
Sort wristbands and vests
3 people
19
Check the shopping list
2 people
20
Do the shopping
4 people
21
Collect materials
3 people
22
Pack route maps
3 people
23
Build start post
6 people
24
Build the finish line
6 people
25
Place route arrows
8 people
26
Staff traffic points
8 people
27
Chill drinks
3 people
28
Prepare coffee and tea
3 people
29
Set up the distribution point
4 people
30
Set up the registration table
3 people
31
Check first aid kit
2 people
32
Set up the second route
8 people
33
Set out third route
8 people
34
Set up the fourth route
8 people
35
Set up the finish area
8 people

Event

36
Register starting participants
6 people
37
Hand out race cards
4 people
38
Inform hikers
3 people
39
Guide the start groups
4 people
40
Open the rest area
4 people
41
Refill drinks
3 people
42
Hand out fruit and snacks
3 people
43
Stamp finish cards
4 people
44
Register missing hikers
2 people
45
Check route arrows
4 people
46
Open second start line
5 people
47
Staffing the second rest stop
4 people
48
Register second finish
4 people
49
Restock catering on the second day
3 people
50
Open the third start post
5 people
51
Staff the third rest stop
4 people
52
Record third finish
4 people
53
Restock third-day catering
3 people
54
Open fourth start post
5 people
55
Staff the fourth rest stop
4 people
56
Register the fourth finish
6 people
57
Handle medal distribution
4 people
58
Restock catering for the fourth day
4 people
59
Thank participants
3 people

Aftercare

60
Clear up day one
6 people
61
Clear up on the second day
6 people
62
Clear up on the third day
6 people
63
Remove all route arrows
8 people
64
Dismantle the Finish Area
8 people
65
Clean the starting location
6 people
66
Collect and sort waste
6 people
67
Clean dishes and equipment
5 people
68
Count inventory
2 people
69
Return borrowed items
3 people
70
Handle deposit and cash register
2 people
71
Process lost and found items
2 people
72
Publish participant results
2 people
73
Archive photos and materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 30
Waste binsqty 8
High tablesqty 6

Tableware

Reusable cupsqty 300
Mugsqty 80
Serving plattersqty 12
Pliersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 8
Jerry cansqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8

Equipment

Walkie-talkiesqty 12
Megaphonesqty 3
Power banksqty 8
Cash register
Cash box
Laptop
Printer

Lighting

Work lightsqty 6
LED lampsqty 12

Sports equipment

Route arrowsqty 180
Route signsqty 40
Traffic conesqty 60
Crowd control barriersqty 12
Stamp cardsqty 350
Stampsqty 12
Medal ribbonsqty 300
Safety vestsqty 40
Wristbandsqty 350
Conesqty 40

Cleaning

Hand broomsqty 4
Litter pickersqty 6
Bucketsqty 6
Mopsqty 4
Reusable cleaning clothsqty 20

Safety

First aid kitsqty 3
Flashlightsqty 12
Spare batteriesqty 24

Decorations

Finish bannersqty 2
Starting bannersqty 2
Arrow bannersqty 8

Catering

Groceries

Tips

Set the date and routes first, then check each route on site in daylight and after dark. Mark dangerous points, crossings and places where route arrows or work lights will be needed before submitting permits and traffic measures.
Reserve the start and finish locations before inviting walkers. Allow setup time for party tents, tables, chairs, waste bins and the finish line, and confirm access to power for coffee machines, kettles and lighting.
Open registration only after the route distances, daily start times and safety arrangements are fixed. Collect dietary requirements during registration so refreshments can be planned instead of improvised on the first evening.
Create the volunteer schedule at least two weeks before the walk and send instructions with each person’s post, arrival time and contact method. Allocate walkie-talkies, safety vests, wristbands and power banks before packing rather than at the start.
Pack one labelled kit for each day, including route maps, arrows, signs, cones, stamp cards, stamps and medal ribbons. Place route arrows only after the route has been checked again, and keep spare signs and a cash register at the start post.

Frequently asked questions

How far in advance should I organise a four-day evening walk?: Start planning at least 8 to 12 weeks ahead. Submit permits and traffic measures as soon as the date and routes are fixed, because approvals and volunteer recruitment can take several weeks.
When should I open registration for an evening four-day walk?: Open registration once the routes, start and finish locations, daily timings and safety arrangements are confirmed, usually 4 to 6 weeks before day one. Close it early enough to order supplies and prepare stamp cards and wristbands.
How many volunteers do I need for a four-day evening walk?: Count one volunteer for every staffed post, plus at least two people for coordination and relief. Add a reserve of around 10 to 15 percent, since four evenings increase the chance of sickness or last-minute absence.
When should route signs and arrows be placed?: Check and mark the route before the event, but place the final arrows and signs on the relevant day, preferably 1 to 2 hours before walkers arrive. Recheck crossings, dark sections and dangerous points immediately before the start.

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.