Inclusive walking tour checklist

An inclusive walking tour needs more than a route and a group of walkers. Check accessibility before you confirm the date, arrange permissions and rest stops, and give guides clear safety instructions. In the final week, test the route again, confirm accessible toilets, prepare signs and print the participant list. This checklist follows the work from first planning through setup, so you can see what needs to happen early and what is often left until the last 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

Record route and date
2 people
Check route accessibility
2 people
Reserve starting location
Arrange permits and notifications
Confirm rest stops along the route
2 people
Create a safety and emergency plan
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign guides to groups
2 people
Test the route again
3 people
Send participant information
Check the shopping list
2 people
Inventory materials
2 people
Prepare route signs
2 people
Print participant list
Do the shopping
2 people
Chill food and drinks
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception table
2 people
Mark route
4 people
Set up rest areas
3 people
Check accessible toilets
Prepare first aid supplies
Set out drinks and snacks
3 people
Brief volunteers
2 people

Event

Open registration
3 people
Receive participants
4 people
Give the introduction briefing
2 people
Guide walkers
8 people
Staff rest points
4 people
Refill drinks
2 people
Check the route and stragglers
2 people
Register arrival
2 people
Set up buffet
4 people
Serve food and drinks
5 people
Serve allergen-free meals
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Thank participants
2 people

Aftercare

Remove route signs
4 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Check and pack materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 70
Bar stoolsqty 4
Rest benchesqty 4

Tableware

Reusable cupsqty 100
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Serving plattersqty 12
Coffee cupsqty 50

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Pitchersqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8

Equipment

Megaphonesqty 2
Power banksqty 4

Sports equipment

Route signsqty 25
Conesqty 20
Walking sticksqty 10
Reflective vestsqty 12
Umbrellasqty 8

Lighting

LED lanternsqty 8
Extension cordsqty 4

Decorations

Tableclothsqty 6
Buntingqty 6
Arrow stickersqty 40
Name stickersqty 80

Catering

First aid kit
Route mapsqty 80
Clipboardsqty 6
Pensqty 20
Groceries

Cleaning

Waste binsqty 6
Hand broomsqty 2
Dustpan and brushqty 2

Tips

Check the route with the actual access needs of your group, not just a map. Allow time to verify slopes, uneven surfaces, crossings, accessible toilets and rest points before invitations go out.
Confirm the starting location, permits and notifications before opening registration. Send participant information with the meeting point, route length, rest-stop details and a clear contact method at least 3 days before the walk.
Plan guide groups around the expected attendance and assign volunteers before the final route test. Give each guide a participant list, a charged power bank, a way to communicate and clear instructions for emergencies.
Repeat the route test during the final week and mark every decision point. Prepare route signs, cones and arrow stickers early, then check that signs can be seen by walkers at the back of the group.
Set up the reception and rest areas before participants arrive, including seating, shade or shelter, drinks and accessible toilet directions. Chill food and drinks in advance and allow at least 60 minutes for tables, chairs, tents and signs.

Frequently asked questions

How far in advance should I plan an inclusive walking tour?: Start at least 4 to 6 weeks ahead. This gives you time to check accessibility, reserve the starting location, arrange permits or notifications, recruit volunteers and process registrations before the final route test.
How many rest stops should an inclusive walking tour have?: Plan a rest stop every 30 to 45 minutes, then adjust it to the route and the group’s needs. Confirm each stop before invitations are sent and check that it has seating, enough space and an accessible toilet nearby where possible.
When should I send information to walking tour participants?: Send the main participant information at least 3 days before the tour, then send a short reminder 24 hours before. Include the meeting point, start time, accessibility details, rest stops, weather guidance and a contact number.
How much time is needed to set up an inclusive walking tour?: Allow at least 60 minutes before arrival for the reception table, tables and chairs, tents, route signs, rest areas and accessibility checks. Add extra time if signs must be placed along the route or power and lighting need testing.

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