How to organize a zipline adventure

A zipline adventure needs more than booking a course. Start by fixing the participant list, activity time, transport, and meal location in that order. Then collect dietary requirements, confirm participant details, and send route, clothing, and safety information before the day. Weather and activity conditions can change quickly, so keep a backup plan ready and finish food, drinks, and equipment checks before departure.

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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
Create the participant list
2
Book zipline activity
3
Reserve dining venue
4
Arrange transportation
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Check participant details
9
Keep track of payment details
10
Share the route to the venue
11
Share dress code guidelines
12
Check the weather forecast
13
Confirm backup weather plan
14
Finalize the participant list
15
Provide dietary requirements
16
Check activity conditions
17
Inform participants about the rules
18
Check the shopping list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Set out non-perishable groceries
22
Collect materials
2 people
23
Remind participants of departure time
24
Check fresh produce
25
Fill coolers
2 people
26
Check the route and parking area
27
Prepare food
3 people
28
Load transport
2 people

Event

29
Drive to the zipline location
3 people
30
Receive participants
2 people
31
Register attendance
32
Collect liability waivers
33
Attend the safety briefing
12 people
34
Have equipment fitted
3 people
35
Run the zipline course
12 people
36
Hydrate participants
2 people
37
Take group photo
38
Check equipment back in
2 people
39
Drive to the dining venue
3 people
40
Set up the dining tables
3 people
41
Set up buffet and barbecue
3 people
42
Set out drinks
2 people
43
Serve dinner
3 people
44
Refill drinks
2 people
45
Serve dessert
2 people
46
Set out snacks
2 people
47
Collect waste along the way
2 people
48
Handle the final round of drinks
2 people

Aftercare

49
Collect tableware
3 people
50
Leave the dining area clean
3 people
51
Pack up materials
3 people
52
Take waste to the collection point
2 people
53
Unload transport
2 people
54
Clean coolers
2 people
55
Wash dishes
2 people
56
Clean materials
2 people
57
Return borrowed items
2 people
58
Handle deposit and reservation
59
Return lost property

What to bring

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

Sports equipment

Zipline harnessesqty 12
Safety helmetsqty 12
Safety glovesqty 12
Safety lanyardsqty 12
Carabinersqty 24
Knee padsqty 12
Warning tape
First aid kit
Emergency blanketqty 2

Furniture

Foldable tablesqty 4
Folding chairsqty 14
Picnic blanketqty 3
Waste binsqty 3

Tableware

Reusable platesqty 16
Reusable bowlsqty 16
Reusable glassesqty 24
Mugsqty 14
Cutlery setsqty 16
Serving bowlsqty 8
Serving spoonsqty 6

Kitchen

Barbecueqty 2
Barbecue tongsqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 4
Ice packsqty 16
Thermos flasksqty 2
Serving traysqty 3

Equipment

Bluetooth speaker
Power bankqty 3
Extension cordqty 2
Charging cablesqty 3

Lighting

LED string lightsqty 3
Battery lanternsqty 4

Decorations

Buntingqty 3
Tableclothqty 4

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Tea towelsqty 8
Towelsqty 4

Catering

Groceries

Tips

Set the participant deadline before booking transport. Once registrations close, check names and details, confirm payments, and send the final headcount to the zipline provider and dining venue.
Plan the day around the activity slot, not the meal. Allow time for travel, arrival, registration, safety instructions, harness fitting, and changing clothes before the first participant needs to be on the course.
Send the route, departure time, clothing guidance, and zipline rules at least 48 hours ahead. Remind everyone again on the morning of departure, especially about closed shoes and weather-appropriate layers.
Check the forecast and the provider’s activity conditions the day before and again on the morning itself. Confirm exactly when the backup weather plan takes effect and how participants will hear about a change.
Prepare food and drinks after the final headcount. Chill drinks, fill the coolers, and check fresh produce on the day; reusable tableware, serving tools, seating, waste bins, and the first aid kit are easy to overlook when attention is on the zipline.

Frequently asked questions

How far in advance should I book a zipline adventure?: Book the zipline activity and dining venue as soon as you have a likely group size, ideally 4 to 6 weeks ahead. Close registrations before making the final transport and food numbers.
What should I tell participants before a zipline adventure?: Send the route, departure time, clothing guidance, safety rules, and weather process at least 48 hours before the event. Include the expected return time so participants can plan their day.
How much time should I allow for a zipline activity?: Allow at least 30 minutes before the booked start for arrival, registration, equipment fitting, and safety instructions. Add travel time and a buffer of 30 minutes in case the group moves slowly.
What should I do if the weather is bad on the day?: Check the forecast and the provider’s operating conditions the day before and again on the morning of the activity. Contact the provider immediately if conditions are unsafe, then activate the backup plan and message every participant.

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.