How to organize an orientation hike

Start by fixing the route and date, then secure the start and finish locations before inviting anyone. Build the route from a map, set clear checkpoints and test the full course in advance, including signs and timing. Once the route works, collect registrations, dietary requirements and team details. The final week is for printing maps and forms, preparing food, checking the forecast and confirming every checkpoint.

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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 date
2 people
2
Reserve start and finish location
3
Arrange permits and notifications
4
Develop route with map
2 people
5
Determine checkpoints
2 people
6
Test route in advance
3 people
7
Prepare participant information
8
Send invitations
9
Process registrations
10
Collect dietary requirements
11
Assign teams
2 people
12
Print route maps
13
Print checkpoint tasks
14
Prepare team forms
15
Make arrows and route signs
2 people
16
Pick up materials and groceries
2 people
17
Prepare snacks and soup
3 people
18
Check the weather forecast
19
Check the route again
3 people
20
Clean the start and finish area
2 people
21
Set up tables and chairs
3 people
22
Set up the registration desk
2 people
23
Set up the finish desk
2 people
24
Mark checkpoints
6 people
25
Chill drinks
2 people
26
Set out coffee and tea
2 people

Event

27
Receive participants
3 people
28
Register teams
2 people
29
Hand out route maps
2 people
30
Explain the rules and safety
2 people
31
Get the teams started
2 people
32
Staff the checkpoints
6 people
33
Track route and participants
2 people
34
Refill drinks
2 people
35
Register finishers
2 people
36
Serve soup and bread
3 people
37
Check results
2 people
38
Present prizes
2 people
39
Pick up route signs and checkpoints
6 people

Aftercare

40
Collect waste
3 people
41
Clear tables and chairs
3 people
42
Clean dishes and materials
3 people
43
Leave venue clean
2 people
44
Return materials
2 people
45
Sort lost property
46
Share the results and photos

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 60
Party tentsqty 2
Coat racksqty 2

Sports equipment

Compassqty 15
Route mapsqty 60
Team formsqty 20
Clipboardsqty 12
Conesqty 30
Route arrowsqty 40
Checkpoint signsqty 8
Stamp setsqty 8
Stopwatchesqty 8
Prizesqty 3
Safety vestsqty 12
Whistlesqty 8

Equipment

Walkie-talkiesqty 8
Mobile phonesqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Flashlightsqty 8
Spare batteriesqty 24

Tableware

Reusable cupsqty 80
Soup bowlsqty 60
Spoonsqty 60
Pliersqty 6

Kitchen

Soup kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 3

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
First aid kitsqty 3

Decorations

Start and finish signsqty 2
Arrows for starting locationqty 8

Catering

Groceries

Tips

Test the complete route before sending invitations. Check walking times, confusing junctions, mobile coverage and whether every checkpoint can be reached safely by the people running it.
Set checkpoints with a clear purpose and backup plan. Prepare the task sheets, signs, stamps and stopwatches together, and give each checkpoint an estimated operating time.
Close registration early enough to assign teams and print paperwork. Aim to have participant details, dietary requirements and team lists final at least 3 days before the hike.
Prepare the start and finish as separate stations. The registration desk needs maps, team forms and clipboards; the finish desk needs a reliable way to record completed teams and return equipment.
Do the final route check on the day before the hike, not only when you test it initially. Pack route arrows, signs, safety vests, walkie-talkies, power banks, flashlights and spare batteries where volunteers can find them quickly.

Frequently asked questions

How far in advance should I organize an orientation hike?: Start planning at least 4 to 6 weeks ahead. That gives you time to reserve the start and finish locations, arrange permits or notifications, test the route and collect registrations.
How many checkpoints should an orientation hike have?: Use roughly 1 checkpoint every 30 to 45 minutes of walking, adjusted for the group’s age and route difficulty. For a 2-hour course, 3 to 5 checkpoints usually gives teams enough navigation and activity without creating long queues.
When should I send the route information to participants?: Send practical participant information 5 to 7 days before the hike, including the meeting time, expected duration, clothing guidance and what happens at the checkpoints. Keep the exact route and task details separate if navigation is part of the challenge.
How do I prepare food and drinks for an orientation hike?: Plan a drink and a snack at the start or finish, plus soup or another warm option if the event runs in cold weather. Chill drinks in advance and prepare serving equipment the day before; confirm dietary requirements at least 3 days beforehand.

Start this plan in Lizzt

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