Orientation Hike Checklist

An orientation hike needs more than a marked route and a start time. You need a reliable participant list, consent forms, dietary information, team assignments and clearly prepared checkpoints. Plan the route twice, print enough maps and booklets, and pack each checkpoint before event day. This checklist also covers reception, food, drinks, lighting and the briefing that keeps your organizing team working from the same plan.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Create the participant list
Check consent forms
2 people
Mark out the route
3 people
Check the route again
2 people
Print maps and route booklets
2 people
Prepare station assignments
3 people
Assemble checkpoint packs
3 people
Create group assignments
2 people
Do the shopping
2 people
Collect materials
3 people
Prepare food
3 people
Check the weather forecast
Check the site and route
3 people
Set up tables and chairs
3 people
Set up the reception desk
2 people
Set up route checkpoints
4 people
Chill drinks
2 people
Set out snacks and meal
3 people
Hang lighting
2 people
Brief the organizing team
4 people

Event

Register participants
3 people
Distribute teams and materials
3 people
Give safety instructions
2 people
Start the orientation tour
3 people
Staff route checkpoints
8 people
Record intermediate results
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve the meal
4 people
Welcome arriving teams
3 people
Check the final results
2 people
Handle prize ceremony
3 people
See participants off
3 people

Aftercare

Take Down Route Checkpoints
5 people
Collect materials
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Clear away furniture
3 people
Check the route again
2 people
Return borrowed materials
2 people
Sort lost and found

What to bring

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

Furniture

Party tentqty 2
Tablesqty 6
Chairsqty 50
Beer tablesqty 4

Tableware

Reusable cupsqty 60
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40

Kitchen

Coolersqty 4
Food warmersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 5
Scissorsqty 4

Equipment

Kettlesqty 2
Hot platesqty 2
Extension cordsqty 4
Power stripsqty 3

Sports equipment

Compassqty 12
Route mapsqty 15
Route bookletsqty 15
Clipboardsqty 12
Stopwatchesqty 6
Whistlesqty 12
Conesqty 30
Ropeqty 100
Flashlightsqty 12
Reflective vestsqty 15
Directional signsqty 30
Marker tapeqty 6
Pensqty 30
Pencilsqty 30
Waterproof sleevesqty 20
First aid kitsqty 2
Blanketsqty 6

Lighting

LED lampsqty 8
Batteriesqty 24

Decorations

Buntingqty 4
Notice board

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the hike. Use the final list to check consent forms, dietary requirements and the number of maps, route booklets and team materials needed.
Check the route once while planning and again shortly before the event. Look for blocked paths, unclear junctions and areas where marker tape, cones or directional signs will be needed.
Pack each checkpoint separately at least 1 day in advance. Include the assigned materials, a clipboard, route information and timing equipment so volunteers are not searching for items during the hike.
Make team assignments after registrations close, then print a second copy for the reception desk. Keep one organizer’s master list with contact details and any relevant consent information.
Finish site setup before participants arrive: allow time for tables, chairs, the reception desk, checkpoints, food, chilled drinks and lighting. Brief the organizing team for 15–20 minutes before registration opens.

Frequently asked questions

How far in advance should I organize an orientation hike?: Start planning at least 3–4 weeks ahead. Close registrations about 7 days before the hike so you can finalize teams, dietary requirements, consent forms, route materials and shopping.
How many maps and route booklets do I need for an orientation hike?: Prepare one map or booklet for every team, plus 10% extra for replacements and last-minute changes. Keep one additional master route copy at the reception desk and with the lead organizer.
When should I check the orientation hike route?: Do the first route check during planning and a final check 1–2 days before the event. After heavy rain, construction or other changes, walk the affected section again on the morning of the hike.
What should I prepare at orientation hike checkpoints?: Assemble one checkpoint pack per station at least 1 day before the hike. Label each pack with its location and assignment, and include the route information, clipboard, timing or signaling equipment and any required marking materials.

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