How to organize a navigation workshop

A navigation workshop works best when the route, safety plan, and participant information are ready before you arrange the tables and equipment. Start by booking the venue and checking the route area, then open registrations and collect dietary or access requirements. Once you know the group size, prepare maps, instructions, checkpoints, and a packing list. On the day, allow time for setup, registration, a safety briefing, and clear route marking before anyone sets off.

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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
Reserve venue
2
Check the route area
2 people
3
Send invitations
4
Open registrations
5
Process registrations
6
Collect dietary requirements
7
Send participant information
8
Check the weather forecast
9
Prepare route maps
2 people
10
Develop navigation instructions
2 people
11
Mark checkpoints
2 people
12
Check Compass Equipment
13
Sort materials
2 people
14
Do the shopping
2 people
15
Print participant list
16
Check the packing list
17
Set up worktables
2 people
18
Build party tents
3 people
19
Set up the info point
2 people
20
Set up route checkpoints
3 people
21
Prepare coffee and tea
2 people
22
Set out snacks
2 people

Event

23
Receive participants
2 people
24
Register attendance
2 people
25
Give safety instructions
2 people
26
Explain map reading
2 people
27
Demonstrate compass use
2 people
28
Guide the practice route
4 people
29
Staff checkpoint stations
4 people
30
Refill drinks
31
Serve snacks
2 people
32
Serve the hot meal
3 people
33
Explain evening orienteering
2 people
34
Lead the evening route
4 people
35
Register participants back in
2 people

Aftercare

36
Collect materials
3 people
37
Remove route markers
3 people
38
Wash dishes
2 people
39
Collect waste
2 people
40
Clean the grounds
3 people
41
Take down party tents
3 people
42
Store materials dry
2 people
43
Return rented materials
2 people
44
Leave the venue tidy
2 people
45
Archive attendance data

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Tableclothsqty 6
Storage cratesqty 8

Equipment

Compassqty 20
Flashlightsqty 20
Power banksqty 6
Cooking stovesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Navigation materials

Topographic mapsqty 12
Route card holdersqty 20
Pencilsqty 30
Eraserqty 20
Rulersqty 20
Gradient bowsqty 10
Route bookletsqty 20
Waterproof document sleevesqty 20
Marking tapeqty 6
Reflective route arrowsqty 20

Safety

First aid kitsqty 2
Whistlesqty 20
Safety vestsqty 8
Emergency blanketsqty 6

Lighting

LED lanternsqty 6

Kitchen

Coffee maker
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Pansqty 3
Serving spoonsqty 4

Tableware

Reusable mugsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Disposable cupsqty 30

Catering

Water jugsqty 4
Serving plattersqty 6
Groceries

Cleaning

Dishpanqty 2
Dish brushesqty 3
Spongesqty 6
Hand brush and dustpanqty 2

Tips

Check the route area before publishing the invitation. Walk the route yourself, identify confusing sections and hazards, and decide where checkpoints, reflective arrows, or marking tape are needed.
Set a registration deadline at least 7 days before the workshop. Use the final participant list to prepare maps, route booklets, equipment, dietary information, and the attendance sheet.
Send participant information no later than 3 days before the event. Include the meeting point, start time, expected duration, clothing advice, what participants must bring, and what happens in poor weather.
Test every compass, flashlight, power bank, whistle, and safety item before packing the storage crates. Do not wait until setup to discover that a device is missing batteries or cannot be charged.
Build in a setup window of at least 90 minutes. Put up the party tents, arrange worktables, prepare the information point, place checkpoint materials, and make coffee and snacks before participants arrive.

Frequently asked questions

How far in advance should I plan a navigation workshop?: Start planning at least 4 to 6 weeks ahead. This gives you time to reserve the venue, check the route, open registrations, prepare materials, and arrange a backup plan for bad weather.
When should I close registration for a navigation workshop?: Close registration about 7 days before the workshop. You need the final number to print the participant list, prepare route materials, check equipment quantities, and confirm dietary requirements.
How much setup time does a navigation workshop need?: Allow at least 90 minutes on the day itself. Outdoor setup takes longer when you need party tents, tables, an information point, route checkpoints, safety equipment, and refreshments.
When should I send the navigation workshop information to participants?: Send it at least 3 days before the event, and earlier if the route is long or the packing list is extensive. Include the meeting point, schedule, route expectations, safety instructions, and weather-dependent changes.

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