How to organize a company walk from start to finish

A company walk needs more planning than choosing a route and sending an invitation. Set the date and program first, then secure the start and finish locations before registrations open. Once you know who is coming, collect dietary and emergency information, divide people into groups and prepare clear route instructions. The final week is about checking the weather, testing the route plan, arranging food and drinks, and making sure communication and first aid equipment are ready.

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 program
2 people
2
Select walking route
2 people
3
Check route in advance
2 people
4
Reserve starting location
5
Reserve final venue
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Collect emergency contacts
10
Finalize the participant list
11
Check the weather forecast
12
Confirm alternative program
2 people
13
Share route directions
14
Share parking information
15
Do the shopping
2 people
16
Print route maps
17
Prepare name badges
18
Divide participants into groups
2 people
19
Check first aid kit
20
Charge walkie-talkies
21
Chill drinks
2 people
22
Fill coolers
2 people
23
Pack lunch and snacks
2 people
24
Prepare the buffet
3 people
25
Set up tables and chairs
3 people
26
Set up the reception table
2 people
27
Place route arrows
2 people
28
Test music and lighting

Event

29
Staff registration
2 people
30
Greet participants
2 people
31
Hand out name badges
32
Serve coffee and tea
2 people
33
Give welcome briefing
34
Give safety instructions
35
Guide groups to the starting point
3 people
36
Lead the front group
2 people
37
Guide the rear group
2 people
38
Stock the rest area
2 people
39
Count participants and route
2 people
40
Take photos
41
Register return
2 people
42
Serve drinks and fruit
3 people
43
Set up buffet
3 people
44
Serve the buffet
3 people
45
Refill drinks
2 people
46
Collect tableware
2 people
47
See off guests and manage departure
2 people

Aftercare

48
Remove route arrows
2 people
49
Pack leftovers
2 people
50
Sort and dispose of waste
2 people
51
Wash dishes
2 people
52
Clear tables and chairs
3 people
53
Clean the venue
3 people
54
Check and store materials
2 people
55
Return borrowed materials
2 people
56
Share photos with participants
57
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Party tentqty 2
Clothing rack

Tableware

Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 45
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Portable speaker
Power banksqty 3
Walkie-talkiesqty 4
Extension cordsqty 2

Safety

First aid bag
Safety vestsqty 6
Flashlightsqty 4

Walking gear

Route mapsqty 50
Compassqty 3
Route arrowsqty 25
Conesqty 12
Backpacksqty 4

Decorations

Name badgesqty 50
Badge holdersqty 50
Tableclothsqty 6
Directional signsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Cooling matsqty 8

Catering

Groceries

Tips

Fix the start and finish locations before inviting people. Participants need the exact meeting point, parking information and the expected finish time when they register.
Check the route in person before the event, including crossings, steep sections and mobile coverage. Mark confusing points with route arrows or cones and print a map for each group.
Close registration several days before the walk so you can finalize groups, name badges, dietary requirements and emergency contacts. Keep one current participant list with the group leaders.
Plan food and drinks around the walking schedule rather than the other way around. Chill drinks, fill the coolers and pack lunch and snacks early enough that the buffet can be set up before the first group returns.
Make the weather decision explicit in advance. Check the forecast the day before and on the morning itself, then send the alternative-program message as soon as the walk is changed or cancelled.

Frequently asked questions

How far in advance should I plan a company walk?: Start planning at least 6 to 8 weeks ahead. Reserve the starting location and final venue first, then open registration once the route, timing and transport information are fixed.
When should I close registration for a company walk?: Close registration 5 to 7 days before the walk. That gives you time to finalize groups, print name badges and route maps, and confirm food quantities and dietary requirements.
How many people should be in each walking group?: Aim for groups of about 10 to 15 people with one named group leader. Smaller groups are easier to keep together, especially at road crossings or on routes with several turns.
What should I do if the weather is bad on the day?: Set a decision time, such as 8:00 a.m., and check the forecast then. Send the final decision and the alternative program immediately, rather than making participants wait at the start location.

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.