Monument tour checklist

A monument tour needs more than a route between landmarks. You also need permission, a clear registration process, safety checks, volunteer cover and a practical start and finish setup. This checklist takes you from choosing the route to briefing volunteers and preparing maps, wristbands, refreshments and repair equipment. Use it to spot the jobs that are easy to leave until the final week, especially route testing, emergency information and an alternative route.

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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

Set the route and landmarks
2 people
Arrange permits and notifications
Reserve start and finish location
Reserve the rest area
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Publish directions
Schedule volunteers
Create the route digitally
Drive the route in full
2 people
Mark hazardous spots
2 people
Set an alternative route
2 people
Compile emergency numbers
Compile start list
Print route maps and wristbands
2 people
Prepare signage
2 people
Send the volunteer briefing
Check bikes and tools
2 people
Do the shopping
2 people
Fill coolers
2 people
Assemble starter packs
3 people
Check the weather forecast

Event

Set up the start and finish area
5 people
Set up a rest area
3 people
Place route arrows
4 people
Staffing traffic points
4 people
Set up information table
2 people
Register participants
3 people
Hand out starter packs
2 people
Give the safety briefing
2 people
Let participants leave
3 people
Staff the rest area
3 people
Refill drinks
2 people
Serve snacks and fruit
2 people
Provide support for bike trouble along the route
2 people
Check route arrows periodically
2 people
Register finishers
2 people
Serve finish drinks
3 people
Serve a simple meal
4 people
Inform participants about transportation

Aftercare

Remove route arrows
4 people
Tear down the grounds
5 people
Wash dishes
2 people
Collect and sort waste
3 people
Clean the venue
3 people
Return materials
2 people
Return borrowed items
Clear away unused groceries
2 people
Register lost property
Archive participant information
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 20
Waste binsqty 6
Crowd barriersqty 12

Equipment

Portable speaker
Megaphone
Walkie-talkiesqty 6
Charging station
Extension cordsqty 3

Sports equipment

Route arrowsqty 80
Conesqty 20
Safety vestsqty 12
Bike pumpsqty 3
Bike repair standsqty 2
Tool setsqty 3
Spare inner tubesqty 12
Ratchet strapsqty 8

Tableware

Reusable cupsqty 100
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 50
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 3
Serving plattersqty 8
Serving spoonsqty 8

Decorations

Start/finish banner
Information boardsqty 4
Tableclothsqty 6

Lighting

LED string lightsqty 4
LED work lightsqty 4

Cleaning

Litter pickersqty 3
Bucketsqty 4
Broom setsqty 3

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 6

Catering

Groceries

Tips

Drive the complete route before publishing it, rather than checking it only on a map. Note narrow sections, crossings and other hazards, then prepare an alternative route before tour day.
Set a firm deadline for registrations and dietary requirements. Use the final list to prepare wristbands, route maps, starter packs and the volunteer schedule without last-minute name changes.
Send directions and the digital route several days in advance, but keep printed maps at the start. A phone battery can run out, and visitors may lose signal along the route.
Brief volunteers before the event with their locations, radio or phone procedure, emergency numbers and what to do if a participant falls behind. Keep at least one person focused on route safety rather than registration or refreshments.
Check the weather forecast during the final 48 hours and adjust the rest area and start-finish setup accordingly. Tents, tables, coolers, thermos flasks, signage and charging equipment are much harder to arrange on the morning itself.

Frequently asked questions

How far in advance should I plan a monument tour?: Start route planning and permit checks at least 6 to 8 weeks before the tour. Open registration once the route, start and finish locations, and key safety arrangements are confirmed.
When should I test the monument tour route?: Drive or walk the full route no later than 7 days before the event, then check it again after severe weather or roadworks. Record hazardous spots and confirm the alternative route before sending final directions.
How many volunteers do I need for a monument tour?: Plan one route volunteer for each key junction or hazard, plus separate cover for registration, the start-finish area and the rest area. Final numbers depend on the route, but create the schedule at least 5 days before the tour.
When should I print maps and prepare starter packs?: Close registrations 3 to 5 days before the tour, then print the start list, route maps and wristbands. Assemble starter packs and check signage, coolers, repair tools and communication equipment the day before.

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.