Navigation workshop checklist

A navigation workshop needs more than maps and compasses. You have to confirm the venue and route area, manage registrations, prepare clear instructions, and set up checkpoints that work in real conditions. This checklist takes you from the first planning steps through participant arrival and safety instructions. It also covers details people often leave too late, such as dietary requirements, weather checks, printed route materials, lighting, and a reliable information point.

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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

Reserve venue
Check the route area
2 people
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Send participant information
Check the weather forecast
Prepare route maps
2 people
Develop navigation instructions
2 people
Mark checkpoints
2 people
Check Compass Equipment
Sort materials
2 people
Do the shopping
2 people
Print participant list
Check the packing list
Set up worktables
2 people
Build party tents
3 people
Set up the info point
2 people
Set up route checkpoints
3 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Receive participants
2 people
Register attendance
2 people
Give safety instructions
2 people
Explain map reading
2 people
Demonstrate compass use
2 people
Guide the practice route
4 people
Staff checkpoint stations
4 people
Refill drinks
Serve snacks
2 people
Serve the hot meal
3 people
Explain evening orienteering
2 people
Lead the evening route
4 people
Register participants back in
2 people

Aftercare

Collect materials
3 people
Remove route markers
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the grounds
3 people
Take down party tents
3 people
Store materials dry
2 people
Return rented materials
2 people
Leave the venue tidy
2 people
Archive attendance data

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 30
Tableclothsqty 6
Storage cratesqty 8

Equipment

Compassqty 20
Flashlightsqty 20
Power banksqty 6
Cooking stovesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 3
Power stripsqty 3

Navigation materials

Topographic mapsqty 12
Route card holdersqty 20
Pencilsqty 30
Eraserqty 20
Rulersqty 20
Gradient bowsqty 10
Route bookletsqty 20
Waterproof document sleevesqty 20
Marking tapeqty 6
Reflective route arrowsqty 20

Safety

First aid kitsqty 2
Whistlesqty 20
Safety vestsqty 8
Emergency blanketsqty 6

Lighting

LED lanternsqty 6

Kitchen

Coffee maker
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Pansqty 3
Serving spoonsqty 4

Tableware

Reusable mugsqty 30
Reusable platesqty 30
Reusable cutleryqty 30
Disposable cupsqty 30

Catering

Water jugsqty 4
Serving plattersqty 6
Groceries

Cleaning

Dishpanqty 2
Dish brushesqty 3
Spongesqty 6
Hand brush and dustpanqty 2

Tips

Check the route area before writing the instructions. Walk the route, confirm where checkpoints can be marked, and allow time to update maps if access or conditions have changed.
Set a firm registration deadline before ordering supplies or printing materials. Process registrations as they arrive, then print the participant list only after dietary requirements and participant information have been checked.
Prepare route materials in separate sets for each participant or team. Include the map, route booklet, route card holder, pencil, eraser, ruler, and waterproof document sleeve so missing items are easy to spot.
Plan the checkpoint setup around daylight and weather. Use reflective route arrows, marking tape, safety vests, whistles, and LED lanterns where visibility may become poor, and keep first aid kits accessible.
Finish the venue setup before participants arrive. Allow time to place worktables and chairs, build party tents, set up the information point and route checkpoints, and prepare coffee, tea, and snacks without blocking registration.

Frequently asked questions

How far in advance should I plan a navigation workshop?: Start checking the venue and route area at least 4 to 6 weeks before the workshop. Open registrations early enough to collect participant numbers and dietary requirements before you print materials or buy refreshments.
What should be included in a navigation workshop kit?: Prepare one working set per participant or team, including a compass, topographic map, route booklet, route card holder, pencil, eraser, ruler, and waterproof document sleeve. Add spare pencils and compasses rather than relying on exactly one item per person.
When should I check the weather for a navigation workshop?: Check the forecast 3 to 5 days before the workshop and again on the morning itself. Use the final check to confirm clothing guidance, checkpoint staffing, tents, lighting, and whether route instructions need a safety update.
How early should participants arrive for a navigation workshop?: Open the registration point at least 30 minutes before the planned start. This gives you time to register attendance, answer route questions, distribute materials, and give safety instructions without delaying the workshop.

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.