Orientation Hike Checklist

An orientation hike needs more than a route and a start time. You need a reliable participant list, a tested route, clear checkpoints, team assignments and materials that still work in changing weather. Plan the route early, then confirm it again shortly before the hike. This checklist takes you from registrations and dietary requirements to printed maps, answer forms, drinks and final participant instructions.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Check contact details
Reserve starting location
Explore route area
2 people
Set out the orientation route
2 people
Determine checkpoints
2 people
Check route distance
2 people
Set an alternative route
2 people
Check the weather forecast
Check the route again
2 people
Mark checkpoints
2 people
Print cards
Laminate route maps
Create team assignments
Assign start times
Inform participants
Print assignments
Print answer forms
Prepare team cards
2 people
Sort checkpoint materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up start table
2 people
Set up tables
3 people
Set up chairs
2 people
Place direction sign
2 people
Restock checkpoints
4 people
Hang lighting
2 people
Test sound system
2 people

Event

Staff the registration desk
2 people
Register participants
2 people
Hand out team cards
2 people
Give starting instructions
2 people
Have teams start in phases
3 people
Staff the checkpoints
6 people
Answer route questions
2 people
Refill drinks
2 people
Serve snacks
2 people
Record arrivals during the event
2 people
Collect submitted forms
2 people
Track the final teams
2 people
Check answers
3 people
Calculate the result
2 people
Handle prize ceremony
2 people
Check evening lighting
See off the last visitors
2 people

Aftercare

Clear checkpoint areas
4 people
Remove route arrows
3 people
Collect waste
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
3 people
Dry and sort materials
2 people
Archive route maps
Return borrowed materials
2 people
Store leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Party tentqty 2
Tableclothqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Speaker
Microphone
Extension cordsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Orientation materials

Compassqty 15
Topographic mapsqty 20
Route mapsqty 60
Checkpoint signsqty 12
Route arrowsqty 40
Reflective ribbonsqty 6
Assignment cardsqty 60
Answer formsqty 60
Clipboardsqty 15
Stopwatchesqty 6
Whistlesqty 8
Markersqty 12
Waterproof markersqty 12
Ballpoint pensqty 80
Envelopesqty 60
Conesqty 24
Measuring tapesqty 4
Prizesqty 3

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Thermos flasksqty 4
Cool jugqty 2

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop and bucketqty 2
Cleaning spongesqty 6
Hand soap dispensersqty 3

Catering

Groceries

Tips

Explore and measure the route before assigning teams. Check the total distance, walking time and checkpoint locations, then prepare an alternative route in case part of the course is inaccessible.
Check the weather forecast at least 48 hours before the hike and inspect the route again on the day before. Rain can make signs, maps and trail markings harder to use, so keep route materials protected.
Set start times in small groups rather than sending everyone out together. Leave enough space between teams for checkpoints to operate without queues, and print the assignments as well as sending them digitally.
Prepare one complete team pack for every team, including its assignment card, route map, answer forms, pens and any checkpoint instructions. Pack these before the event instead of sorting them at the starting location.
Chill drinks the day before and place them where participants can reach them quickly after finishing. Confirm contact details and dietary requirements before shopping, so the final supplies match the registered group.

Frequently asked questions

How far in advance should I plan an orientation hike?: Start registrations and route planning at least 4 weeks before the hike. Confirm the participant list, dietary requirements and contact details during the final 7 days, then check the route again 1 day before.
How do I plan checkpoints for an orientation hike?: Set checkpoints after checking the route distance and walking time. As a practical starting point, allow one checkpoint every 30 to 45 minutes of walking, then adjust for terrain, team tasks and available staff.
When should I send orientation hike start times and team assignments?: Send the final team assignments and start times 3 to 5 days before the hike. Give participants the meeting point, expected duration, route information and what to do if they can no longer attend.
What should I print for an orientation hike?: Prepare one route map, assignment card and answer form for each team, plus a small spare supply. Print everything at least 1 day ahead, and protect route maps and checkpoint instructions from rain.

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