How to organize an orientation hike

Start by fixing the route and the number of participants, then build the rest of the plan around checkpoints, teams and timing. Registration should close early enough to check consent forms, dietary requirements and group sizes before you print materials. Walk the route twice: once while planning it and again shortly before the hike. On the day, keep registration, team distribution, checkpoint setup and the food area running as separate jobs so participants are not waiting at one desk.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Create the participant list
5
Check consent forms
2 people
6
Mark out the route
3 people
7
Check the route again
2 people
8
Print maps and route booklets
2 people
9
Prepare station assignments
3 people
10
Assemble checkpoint packs
3 people
11
Create group assignments
2 people
12
Do the shopping
2 people
13
Collect materials
3 people
14
Prepare food
3 people
15
Check the weather forecast
16
Check the site and route
3 people
17
Set up tables and chairs
3 people
18
Set up the reception desk
2 people
19
Set up route checkpoints
4 people
20
Chill drinks
2 people
21
Set out snacks and meal
3 people
22
Hang lighting
2 people
23
Brief the organizing team
4 people

Event

24
Register participants
3 people
25
Distribute teams and materials
3 people
26
Give safety instructions
2 people
27
Start the orientation tour
3 people
28
Staff route checkpoints
8 people
29
Record intermediate results
2 people
30
Refill drinks
2 people
31
Serve snacks
3 people
32
Serve the meal
4 people
33
Welcome arriving teams
3 people
34
Check the final results
2 people
35
Handle prize ceremony
3 people
36
See participants off
3 people

Aftercare

37
Take Down Route Checkpoints
5 people
38
Collect materials
3 people
39
Wash dishes
3 people
40
Collect waste
3 people
41
Clean the grounds
4 people
42
Clear away furniture
3 people
43
Check the route again
2 people
44
Return borrowed materials
2 people
45
Sort lost and found

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40

Kitchen

Coolersqty 4
Food warmersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 5
Scissorsqty 4

Equipment

Kettlesqty 2
Hot platesqty 2
Extension cordsqty 4
Power stripsqty 3

Sports equipment

Compassqty 12
Route mapsqty 15
Route bookletsqty 15
Clipboardsqty 12
Stopwatchesqty 6
Whistlesqty 12
Conesqty 30
Ropeqty 100
Flashlightsqty 12
Reflective vestsqty 15
Directional signsqty 30
Marker tapeqty 6
Pensqty 30
Pencilsqty 30
Waterproof sleevesqty 20
First aid kitsqty 2
Blanketsqty 6

Lighting

LED lampsqty 8
Batteriesqty 24

Decorations

Buntingqty 4
Notice board

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Close registration at least 7 days before the hike. Use the final participant list to check consent forms, dietary requirements and team sizes before assigning groups.
Walk the route twice, including every checkpoint. Do the second check within 48 hours of the event and confirm that signs, marker tape, cones and route maps still match the terrain.
Give each checkpoint its own packed kit and written station assignment. Include a clipboard, stopwatch, whistle and any route materials needed there, so volunteers are not collecting supplies during the hike.
Schedule setup to finish 60 minutes before the first arrival. This leaves time to place tables, chairs, the reception desk, checkpoint materials and directional signs without delaying registration.
Check the forecast 24 hours before starting and again on the morning itself. Keep lighting, reflective vests, flashlights and weather protection ready if the route or finish may extend into low light.

Frequently asked questions

How far in advance should I plan an orientation hike?: Begin at least 4 weeks ahead for invitations, route planning and material collection. Close registration about 7 days before the event so you have time to create teams, print booklets and prepare checkpoint packs.
How many checkpoints should an orientation hike have?: Plan one checkpoint every 30 to 45 minutes of walking, depending on the route and participant age. For a 2-hour route, three to four checkpoints usually give teams regular navigation tasks without making the hike feel like a series of stops.
When should I check the route for an orientation hike?: Mark out the route during the planning phase, then walk it again within 48 hours of the hike. Check for changed paths, missing signs, unsafe crossings and places where marker tape or directional signs could be overlooked.
How early should volunteers arrive for an orientation hike?: Have the organizing team arrive at least 90 minutes before participant registration. Use the first 30 minutes for site and route checks, the next 30 for tables and checkpoint setup, and the final 30 for briefing and registration preparation.

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