How to organize an orientation hike from start to finish

An orientation hike works best when the route, checkpoints and team assignments are settled before you invite anyone. Start by recording the date and route, then secure the start and finish locations and check the route on foot. Once registrations are in, collect dietary requirements, divide participants into teams and prepare one complete set of maps, tasks and answers for each team. Leave the final day for weather checks, food preparation, signage and a clear safety briefing.

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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 date and route
2 people
2
Reserve start and finish location
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Scout the route in advance
2 people
7
Determine checkpoints
2 people
8
Create tasks per checkpoint
2 people
9
Confirm dinner reservation
10
Share route and addresses
11
Check the weather forecast
12
Finalize the participant list
13
Print maps and route booklets
14
Sort tasks and answers
2 people
15
Do the shopping
2 people
16
Pack materials per team
2 people
17
Chill drinks
18
Prepare sandwiches and snacks
3 people
19
Set up the start area
3 people
20
Staff the checkpoints
5 people
21
Place route arrows
2 people

Event

22
Assign teams
2 people
23
Give instructions and safety briefing
2 people
24
Hand out route booklets and compasses
2 people
25
Guide team arrivals
2 people
26
Guide the checkpoints
5 people
27
Refill drinks
2 people
28
Keep track of the current score
29
Register finishing teams
2 people
30
Set up dinner
3 people
31
Serve dinner
3 people
32
Announce the winner
33
Manage music and drinks reception
2 people

Aftercare

34
Collect checkpoint materials
3 people
35
Remove route arrows
2 people
36
Collect waste
3 people
37
Wash dishes
2 people
38
Clean the venue
3 people
39
Return materials
2 people
40
Return lost and found items

What to bring

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

Sports equipment

Compassqty 6
Route mapsqty 24
Route bookletsqty 24
Checkpoint signsqty 6
Assignment cardsqty 24
Answer formsqty 24
Pensqty 30
Pencilsqty 12
Clipboardsqty 6
Ribbons for teamsqty 24
Reflective vestsqty 8
Route arrowsqty 30
Barrier tapeqty 2
Stopwatchqty 2
Calculator
Prizesqty 3

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Tableclothsqty 4

Equipment

Bluetooth speaker
Power banksqty 3
Extension cordsqty 2
Phone chargersqty 3

Kitchen

Coolersqty 3
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4
Scissorsqty 3
Water tanksqty 2
First aid kit

Tableware

Reusable cupsqty 50
Platesqty 30
Cutlery setsqty 30
Bowlsqty 30
Serving bowlsqty 6

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Dish brushesqty 2
Trash bag holdersqty 2

Lighting

LED lampsqty 4
Flashlightsqty 6

Catering

Groceries

Tips

Scout the full route before publishing it, not just the most difficult section. Check walking time, mobile coverage, safe crossing points and whether each checkpoint can be found in daylight.
Set checkpoints with enough spacing to prevent teams from bunching up. Prepare one assignment, answer form, clipboard and writing set per team, plus spare pens and pencils.
Confirm the dinner reservation as soon as registrations close. Give the restaurant the final headcount and dietary requirements at least 3 days before the hike.
Pack materials by team rather than by category. A team bag should contain its route booklet, map, compass, assignment cards, answer form and pens so setup takes minutes instead of an hour.
Run the start area before participants arrive: place route arrows and checkpoint signs, fill water tanks, chill drinks and prepare sandwiches and snacks. Keep power banks, phone chargers and a first-aid contact plan accessible at the start.

Frequently asked questions

How far in advance should I plan an orientation hike?: Start 4 to 6 weeks ahead if the hike needs a reserved start or finish location and a dinner booking. Scout the route at least 2 weeks before the event, then finalize the participant list 3 to 5 days ahead.
How many checkpoints should an orientation hike have?: Plan roughly 1 checkpoint every 45 to 60 minutes of walking, depending on the route and the age of participants. For a 3-hour hike, 3 to 4 checkpoints usually gives teams enough activity without making the day feel rushed.
What should each team receive at the start?: Give each team a route map or booklet, compass, assignment cards, answer form, clipboard and writing tools. Add a visible team ribbon and explain the route, checkpoint rules, finish time and safety procedure in a briefing of about 10 minutes.
When should I prepare the food and drinks?: Buy shelf-stable items 1 to 2 days before the hike, then prepare sandwiches and snacks on the morning of the event. Chill drinks for at least 4 hours and fill thermos flasks and water tanks just before the start.

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.