How to organise an orientation hike

Organising an orientation hike starts with the route, not the refreshments. First check the area, measure the distance and decide where teams will find checkpoints and how answers will be recorded. Then manage registrations, dietary requirements and contact details before assigning teams and start times. In the final days, recheck the route and forecast, mark the course, prepare waterproof materials and give every participant clear instructions. This order prevents the most common delays: unclear routes, missing forms and teams arriving at the same checkpoint together.

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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Check contact details
6
Reserve starting location
7
Explore route area
2 people
8
Set out the orientation route
2 people
9
Determine checkpoints
2 people
10
Check route distance
2 people
11
Set an alternative route
2 people
12
Check the weather forecast
13
Check the route again
2 people
14
Mark checkpoints
2 people
15
Print cards
16
Laminate route maps
17
Create team assignments
18
Assign start times
19
Inform participants
20
Print assignments
21
Print answer forms
22
Prepare team cards
2 people
23
Sort checkpoint materials
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Prepare snacks
3 people
27
Set out coffee and tea
2 people
28
Set up start table
2 people
29
Set up tables
3 people
30
Set up chairs
2 people
31
Place direction sign
2 people
32
Restock checkpoints
4 people
33
Hang lighting
2 people
34
Test sound system
2 people

Event

35
Staff the registration desk
2 people
36
Register participants
2 people
37
Hand out team cards
2 people
38
Give starting instructions
2 people
39
Have teams start in phases
3 people
40
Staff the checkpoints
6 people
41
Answer route questions
2 people
42
Refill drinks
2 people
43
Serve snacks
2 people
44
Record arrivals during the event
2 people
45
Collect submitted forms
2 people
46
Track the final teams
2 people
47
Check answers
3 people
48
Calculate the result
2 people
49
Handle prize ceremony
2 people
50
Check evening lighting
51
See off the last visitors
2 people

Aftercare

52
Clear checkpoint areas
4 people
53
Remove route arrows
3 people
54
Collect waste
3 people
55
Clear tables and chairs
3 people
56
Wash dishes
2 people
57
Clean the venue
3 people
58
Dry and sort materials
2 people
59
Archive route maps
60
Return borrowed materials
2 people
61
Store leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Party tentqty 2
Tableclothqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Speaker
Microphone
Extension cordsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Orientation materials

Compassqty 15
Topographic mapsqty 20
Route mapsqty 60
Checkpoint signsqty 12
Route arrowsqty 40
Reflective ribbonsqty 6
Assignment cardsqty 60
Answer formsqty 60
Clipboardsqty 15
Stopwatchesqty 6
Whistlesqty 8
Markersqty 12
Waterproof markersqty 12
Ballpoint pensqty 80
Envelopesqty 60
Conesqty 24
Measuring tapesqty 4
Prizesqty 3

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Thermos flasksqty 4
Cool jugqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning spongesqty 6
Hand soap dispensersqty 3

Catering

Groceries

Tips

Explore and measure the route before inviting people. Confirm the distance on foot, identify every checkpoint, and prepare an alternative route in case a section becomes unsafe or unusable.
Set a registration deadline at least 7 days before the hike. Use the final list to check contact details, collect dietary requirements and create teams without last-minute changes.
Assign staggered start times rather than releasing all teams together. Print the assignments, team cards and answer forms, then give each team the materials it needs before the first start.
Recheck the route and weather forecast 24 hours before the hike. Mark checkpoints and arrows only after this check, using materials that remain visible if the ground is wet.
Prepare the base area before participants arrive. Set up tables, chairs and drinks, keep route materials sorted by checkpoint, and bring spare pens, waterproof markers and answer forms.

Frequently asked questions

How long does it take to organise an orientation hike?: Allow 3 to 6 weeks for a small or medium-sized hike. The route exploration and checkpoint plan should be completed at least 2 weeks before the event, with registrations closed about 7 days beforehand.
How far should an orientation hike route be?: For a recreational hike, plan roughly 5 to 10 kilometres, depending on the group and terrain. Walk the complete route yourself and record the actual distance before publishing the start information.
When should I check the route before an orientation hike?: Check it once during planning and again within 24 hours of the hike. The second check catches flooding, fallen branches, construction or missing checkpoint markers before teams set off.
How do I organise start times for orientation hike teams?: Use staggered starts, usually 5 to 10 minutes apart, so teams do not queue at the first checkpoint. Base the interval on the number of teams, route difficulty and how quickly the first checkpoint can be completed.

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.