How to organise an inclusive walking tour

An inclusive walking tour needs more than a good route. Start by recording the date and route, then check every section for step-free access, suitable surfaces, accessible toilets and realistic walking times. Arrange the starting point, permits, rest stops and an emergency plan before inviting people. In the final week, test the route again, assign guides to groups and send participants clear information about access, meeting arrangements and what to expect.

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
Record route and date
2 people
2
Check route accessibility
2 people
3
Reserve starting location
4
Arrange permits and notifications
5
Confirm rest stops along the route
2 people
6
Create a safety and emergency plan
2 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign guides to groups
2 people
12
Test the route again
3 people
13
Send participant information
14
Check the shopping list
2 people
15
Inventory materials
2 people
16
Prepare route signs
2 people
17
Print participant list
18
Do the shopping
2 people
19
Chill food and drinks
2 people
20
Set up tables and chairs
4 people
21
Build party tents
4 people
22
Set up the reception table
2 people
23
Mark route
4 people
24
Set up rest areas
3 people
25
Check accessible toilets
26
Prepare first aid supplies
27
Set out drinks and snacks
3 people
28
Brief volunteers
2 people

Event

29
Open registration
3 people
30
Receive participants
4 people
31
Give the introduction briefing
2 people
32
Guide walkers
8 people
33
Staff rest points
4 people
34
Refill drinks
2 people
35
Check the route and stragglers
2 people
36
Register arrival
2 people
37
Set up buffet
4 people
38
Serve food and drinks
5 people
39
Serve allergen-free meals
2 people
40
Serve coffee and tea
2 people
41
Refill drinks
2 people
42
Thank participants
2 people

Aftercare

43
Remove route signs
4 people
44
Collect waste
3 people
45
Wash dishes
3 people
46
Clear tables and chairs
4 people
47
Take down party tents
4 people
48
Clean the venue
4 people
49
Check and pack materials
2 people
50
Return borrowed materials
2 people
51
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Rest benchesqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Serving plattersqty 12
Coffee cupsqty 50

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Pitchersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Megaphonesqty 2
Power banksqty 4

Sports equipment

Route signsqty 25
Conesqty 20
Walking sticksqty 10
Reflective vestsqty 12
Umbrellasqty 8

Lighting

LED lanternsqty 8
Extension cordsqty 4

Decorations

Tableclothsqty 6
Buntingqty 6
Arrow stickersqty 40
Name stickersqty 80

Catering

First aid kit
Route mapsqty 80
Clipboardsqty 6
Pensqty 20
Groceries

Cleaning

Waste binsqty 6
Hand broomsqty 2
Dustpan and brushqty 2

Tips

Test the complete route at least twice: once during planning and again shortly before the tour. Check kerbs, narrow sections, road crossings, rest benches and accessible toilets rather than relying on a map.
Plan a rest stop at least every 30 to 45 minutes, and confirm each location in advance. Provide seating, drinking water and a backup option in case a stop is closed or crowded.
Set a guide-to-group plan before registrations close. Give each guide a participant list, a charged phone or power bank, route information and a clear instruction for what to do if someone falls behind.
Send participant information no later than 3 days before the walk. Include the meeting point, start time, expected duration, route surface, rest stops, toilet access, weather advice and a contact number.
Prepare signs and safety equipment on the day before, not during arrival. Count route signs, cones, reflective vests, umbrellas, walking sticks, megaphones and lanterns, then check that extension cords and power supplies are safe.

Frequently asked questions

How long should an inclusive walking tour be?: Allow about 90 minutes to 2 hours for the walking programme, including two or three rest stops. Keep the route length flexible and base it on the slowest expected walking pace, not the fastest guide.
When should I check whether a walking route is accessible?: Do the first accessibility check at least 4 weeks before the tour and repeat it within 7 days of the event. Roadworks, parked vehicles, temporary closures and damaged surfaces can change the route after the first inspection.
How many volunteers do I need for an inclusive walking tour?: Plan at least one guide for each group, plus one floating volunteer for emergencies, late arrivals and accessibility support. For example, three walking groups need at least four volunteers, with extra help if the route crosses busy roads.
When should participants receive the tour information?: Send the practical information 3 to 7 days before the walk, then send a short weather and meeting-point reminder on the day before. Ask for dietary requirements during registration so refreshments can be prepared without last-minute changes.

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.