Monastery Walk Checklist

A monastery walk needs more planning than a normal group outing: the route, monastery visits, guide, food stops and transport all have to fit together. This checklist covers the full run-up, from reserving the monasteries and collecting registrations to printing maps, preparing lunch packs and briefing the guides. It also helps you catch details that are easy to leave until the last minute, such as dietary requirements, weather checks, lighting and first aid.

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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

Map out walking route
2 people
Reserve the monasteries and guide
Confirm start and finish locations
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Check transportation and parking
2 people
Check the weather forecast
Go over route and risks
2 people
Confirm the monastery visit
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check the first aid kit
Print route maps
Print participant list
Chill drinks
2 people
Assemble lunch packs
3 people
Prepare soup and hot drinks
2 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Place route signs
2 people
Test the lighting
Brief guides and escorts
3 people

Event

Open registration
2 people
Welcome participants
2 people
Serve welcome drinks
2 people
Give safety instructions
Guide the group to the starting point
3 people
Guide the walk
4 people
Supervise the lunch break
3 people
Refill drinks
2 people
Guide the monastery tour
2 people
Serve soup and bread
3 people
Serve coffee and tea
2 people
Guide the storytelling program
Lead the evening walk
4 people
Escort participants to the exit
3 people
Collect lost property

Aftercare

Sort and dispose of waste
2 people
Wash dishes
3 people
Clear away furniture
3 people
Remove directional signs
2 people
Clean the venue
3 people
Check and store materials
2 people
Return borrowed materials
Store leftover food
2 people
Inform participants about found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Reception desk
Coat rack

Tableware

Reusable cupsqty 60
Reusable soup bowlsqty 50
Reusable platesqty 50
Reusable cutleryqty 50
Coffee cupsqty 50
Thermos flasksqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Hot boxesqty 3

Walking gear

Route mapsqty 45
Directional signsqty 20
Conesqty 12
Whistlesqty 4
Reflective vestsqty 8
Flashlightsqty 8
Power banksqty 4

Equipment

Mobile phonesqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lampsqty 8
Atmospheric lanternsqty 6

Safety

First aid kitqty 2
Safety pins

Cleaning

Waste binsqty 4
Hand soap dispensersqty 3
Washing-up tubsqty 3
Cleaning spongesqty 6
Tea towelsqty 12
Mopqty 2

Catering

Groceries

Tips

Reserve the monasteries and guide before sending invitations, then confirm the start and finish locations so participants receive one clear itinerary. Allow extra time for registration processing and follow-up questions.
Collect dietary requirements during registration rather than when lunch is being assembled. Use the final participant list to prepare lunch packs, soup and hot drinks for the confirmed group size.
Check the weather forecast and walk through the route and risks before the event. Print route maps, place directional signs and cones, and make sure guides have phones, whistles and reflective vests.
Do not leave transport and parking checks until the event day. Send participant information with arrival instructions, parking details, the route plan and what to do if the weather changes.
Set up the reception table, coat rack, tables and chairs before participants arrive. Chill drinks, test lighting and power connections, and check the first aid kit while there is still time to replace missing items.

Frequently asked questions

How far in advance should I organise a monastery walk?: Start planning at least 6 to 8 weeks before the walk. Reserve the monasteries and guide first, then allow time for invitations, registrations, dietary requirements and transport information.
When should I check the weather for a monastery walk?: Check it once during the final week and again 24 hours before departure. Use the last check to confirm clothing advice, route risks, lighting and any changes to the walking plan.
How many printed route maps do I need?: Print one map for every guide or escort, plus one for each participant group and at least 5 extra copies. Keep the participant list and spare maps at the reception table.
When should I prepare lunch packs and hot drinks?: Assemble lunch packs on the day of the walk after registrations are finalised, allowing at least 60 to 90 minutes before departure. Prepare soup and hot drinks close enough to serving time to keep them warm.

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.