How to organize a long-distance hike

A long-distance hike needs more than a marked route and a registration form. Start by fixing the distance, start and finish points, then build the safety, staffing and participant plan around the route. Check access, permits, rest stops and emergency alternatives before inviting people. The final week is for confirming numbers, weather arrangements, signage, communications and supplies—not solving gaps in the route plan.

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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 route and distance
2 people
2
Reserve start and finish location
3
Arrange permits and notifications
4
Check the route for accessibility
2 people
5
Set rest stops along the route
2 people
6
Determine emergency exits and alternate routes
2 people
7
Create route map and directions
2 people
8
Publish registration form
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send participant information
2 people
13
Recruit volunteers
2 people
14
Assign checkpoints
2 people
15
Assign route guides
2 people
16
Arrange first aid staffing
17
Calculate catering quantities
2 people
18
Book catering
19
Check the weather forecast
20
Determine an alternative program
2 people
21
Finalize the participant list
2 people
22
Make race numbers and wristbands
2 people
23
Make route arrows and information signs
2 people
24
Charge walkie-talkies
25
Charge power banks
26
Do the shopping
3 people
27
Store fresh food refrigerated
2 people
28
Prepare check-in packages
3 people
29
Check first aid and safety supplies
2 people
30
Make route available digitally

Event

31
Set up the start area
5 people
32
Set up the finish area
4 people
33
Set up tables
3 people
34
Set up party tents
4 people
35
Set up registration desk
2 people
36
Put up route signs
4 people
37
Stock the checkpoints
6 people
38
Check sanitary facilities
2 people
39
Test sound system
2 people
40
Set up the first aid station
2 people
41
Brief volunteers
3 people
42
Position route guides
6 people
43
Receive participants
4 people
44
Hand out race numbers
3 people
45
Register participants
3 people
46
Give starting instructions
2 people
47
Let walkers depart
4 people
48
Monitor the route and intersections
6 people
49
Staff the checkpoints
6 people
50
Distribute water and fruit
6 people
51
Serve snacks and sandwiches
4 people
52
Keep drinks cold
2 people
53
Refill drinks
3 people
54
Empty waste stations
2 people
55
Check participant counts
2 people
56
Support tired hikers
3 people
57
Provide first aid
2 people
58
Register arriving hikers
2 people
59
Hand out finish drinks
3 people
60
Serve the finisher meal
5 people
61
Perform final route check
2 people
62
Guide the last walkers
3 people
63
Officially close the finish line
2 people

Aftercare

64
Remove Route Signs and Arrows
4 people
65
Take down checkpoints
4 people
66
Take down tables and tents
4 people
67
Chill leftover food
2 people
68
Collect tableware and supplies
3 people
69
Collect waste
3 people
70
Clean the start and finish area
4 people
71
Clean reusable materials
3 people
72
Take waste to the collection point
2 people
73
Return materials
2 people
74
Delete route digitally
75
Register lost and found items
76
Return lost property
77
Send a thank-you gift to participants
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 20
Party tentsqty 3
Waste binsqty 8
Clothes racksqty 2

Equipment

Walkie-talkiesqty 12
Megaphoneqty 2
Mobile phonesqty 4
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Bluetooth speaker
Thermos flasksqty 8

Sports equipment

Route mapsqty 130
Bib numbersqty 120
Wristbandsqty 130
Route arrowsqty 100
Information boardsqty 20
Conesqty 40
Barrier tapeqty 10
Clipboardsqty 12
Pensqty 40
Markersqty 12
Reflective vestsqty 20
Umbrellasqty 6
Blanketsqty 8
Walking sticksqty 8
Coolersqty 8
Foldable cratesqty 16
Backpacksqty 6
Flashlightsqty 12
Spare batteriesqty 24
First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100
Cold packsqty 12

Tableware

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Coffee cupsqty 80
Serving spoonsqty 12
Scissorsqty 8

Kitchen

Cutting boardsqty 6
Bread knivesqty 6
Kitchen knivesqty 6
Pliersqty 8
Measuring cupsqty 4
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 40

Lighting

LED lampsqty 10
String lightsqty 4

Cleaning

Trash bagsqty 100
Bucketsqty 6
Spongesqty 12
Dish brushesqty 6
Towelsqty 20

Catering

Groceries

Tips

Record the route, total distance and expected walking time first. Then mark rest stops, checkpoints, emergency exits and alternate routes so guides and participants receive the same information.
Check permissions and accessibility before publishing registration. Allow at least 4–6 weeks for permits, notifications and route checks, especially when the hike crosses public roads or managed land.
Set volunteer coverage by checkpoint rather than asking for general help. Give each team a location, shift time, route map, contact method and clear handover instructions.
Calculate food and drinks from the confirmed participant list, including dietary requirements. Arrange catering early and plan how coolers, thermos flasks and foldable crates will reach each rest stop.
Complete the operational check 24–48 hours before departure: review the weather, confirm the alternative program, charge walkie-talkies and power banks, and place arrows and information signs only after the route has been checked.

Frequently asked questions

How far in advance should I organize a long-distance hike?: Start planning at least 8–12 weeks ahead. Use the first 2 weeks for the route, locations and permissions, then leave 4–6 weeks for registration, volunteers, catering and participant communication.
How many rest stops should a long-distance hike have?: Plan a rest stop every 8–12 kilometres, adjusting for hills, heat and the experience of the group. A hike lasting 6–8 hours usually needs at least 3 planned stops, including access for first aid and supplies.
How many volunteers do I need for a long-distance hike?: Assign at least 2 people to each checkpoint and provide separate route guides for sections where participants could take a wrong turn. Add first-aid coverage and one coordinator who can communicate with every team.
When should I send the final information to participants?: Send the practical participant information 5–7 days before the hike, after the route and weather plan are confirmed. Include the start time, distance, map, rest stops, emergency contact method, equipment advice and the alternative program if relevant.

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.