How to organize an orientation walk

An orientation walk runs smoothly when the route, timing and checkpoints are settled before you invite anyone. Start by recording the date and route, securing the start and finish locations, and checking permits or notifications. Then test the course on foot, refine the directions and set up rest stops and orientation tasks. Once registrations are processed, assign start groups, volunteers and materials so every station has what it needs on the day.

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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
Check permits and notifications
4
Map out the route
2 people
5
Determine rest stops
2 people
6
Put together orientation tasks
2 people
7
Test the route in advance
3 people
8
Adjust the directions
2 people
9
Assign start groups and time slots
2 people
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send participant information
2 people
14
Assign volunteers to stations
2 people
15
Design route maps
2 people
16
Print route maps
2 people
17
Print task cards
2 people
18
Print participant list
19
Check the weather forecast
20
Set up the alternative route
2 people
21
Do the shopping
2 people
22
Collect materials
3 people
23
Sort materials by mail
3 people
24
Prepare packets for supervisors
2 people
25
Fill coolers
2 people
26
Check the route again
2 people
27
Place route markers
4 people
28
Set up checkpoints
4 people
29
Set up the start and finish area
6 people
30
Set up party tents
4 people
31
Set up tables and chairs
4 people
32
Set up the registration table
2 people
33
Set up info board and route map
2 people
34
Set up catering
3 people
35
Prepare coffee and tea
2 people
36
Lay out participant packs
2 people
37
Give briefing to supervisors
6 people
38
Check safety equipment
2 people

Event

39
Staff the reception desk
2 people
40
Register participants
2 people
41
Hand out route maps
2 people
42
Give start instructions
2 people
43
Send off the start groups
2 people
44
Staff the checkpoints
6 people
45
Guide route traffic
2 people
46
Inform participants along the way
4 people
47
Distribute water and fruit
2 people
48
Refill drinks
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Keep track of finish times
2 people
52
Collect assignment answers
2 people
53
Welcome arriving participants
2 people
54
Register lost property
55
Clear the route after the last group
2 people
56
Bring in the last walkers
2 people
57
Handle prize ceremony
2 people
58
Announce the closing

Aftercare

59
Remove route markers
4 people
60
Take down checkpoints
4 people
61
Take down tables and chairs
4 people
62
Take down party tents
4 people
63
Collect tableware and materials
3 people
64
Collect and sort waste
3 people
65
Wash dishes
2 people
66
Clean the grounds
4 people
67
Store leftovers in the fridge
2 people
68
Return materials
3 people
69
Return borrowed items
2 people
70
Carry Out Post-Event Route Check
2 people
71
Handle lost and found
72
Send thank-you message to participants
73
Share the Task Results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 8
Clothes racksqty 2

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Compassqty 20
Route arrowsqty 60
Barrier tapeqty 12
Conesqty 24
Stamp stationsqty 8
Ink padsqty 8
Stopwatchesqty 6
Whistlesqty 8
Reflective vestsqty 12
Walking sticksqty 6
Waterproof route coversqty 30
Clipboardsqty 12
Pensqty 40
Prizesqty 6

Tableware

Reusable cupsqty 100
Reusable coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice packsqty 24
Kettlesqty 3
Coffee machinesqty 2
Thermos cups for the roadqty 12
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Tongs and serving spoonsqty 8

Decorations

Welcome sign
Info boardsqty 4
Large-format route mapsqty 2
Table numbersqty 8
Name stickersqty 80
Ropeqty 2
Cable tiesqty 100

Cleaning

Waste binsqty 8
Litter pickersqty 4
Dustpan and brushqty 3
Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Disinfectant wipesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 8
Safety conesqty 12

Catering

Groceries

Tips

Test the complete route in advance, including every clue, arrow and rest stop. Record realistic walking times and adjust directions where participants could take a wrong turn.
Set start groups and time slots before sending participant information. Leave enough space between groups to prevent queues at checkpoints and to keep task stations manageable.
Prepare route maps, task cards and supervisor packets by station rather than in one large pile. Waterproof route covers are easy to overlook but useful if maps or cards may get wet.
Assign each station a named volunteer and give them a clipboard, pens, task materials and a way to contact the finish team. Reflective vests, whistles and clear route arrows help stations stay visible.
Check the forecast shortly before the walk and activate the alternative route if needed. Fill coolers, charge power banks and place lighting or extension equipment where the route or finish area may become dark.

Frequently asked questions

How far in advance should I plan an orientation walk?: Begin route planning and location reservations at least 6 to 8 weeks before the walk. Complete the route test, volunteer assignments and printed materials during the final 7 days.
How many participants should start in one group?: Choose group sizes based on the width of the route and the number of stations, but a practical starting point is 8 to 12 people per group. Leave 10 to 15 minutes between starts if checkpoints are close together.
When should I test the orientation walk route?: Walk the full route at least 2 weeks before the event, then repeat a shorter operational check 2 to 3 days beforehand. Use the first test to fix directions and the second to confirm arrows, stations and the backup route.
What should volunteers receive before an orientation walk?: Give each station volunteer their location, shift time, route section, task instructions and emergency contact no later than 3 days before the event. Pack station materials separately so setup takes no more than 15 minutes.

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