Orientation hike checklist: from route planning to finish

An orientation hike needs more than a route and a few teams. You need a tested course, clear checkpoint tasks, accurate maps, visible route markings, and someone responsible at every key point. Plan the route and locations first, then handle registrations, dietary requirements, dinner, equipment, and team assignments. On the day itself, allow time to set up the start area, brief participants, place arrows, and manage arrivals at the finish.

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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

Record date and route
2 people
Reserve start and finish location
Send invitations
Process registrations
Collect dietary requirements
Scout the route in advance
2 people
Determine checkpoints
2 people
Create tasks per checkpoint
2 people
Confirm dinner reservation
Share route and addresses
Check the weather forecast
Finalize the participant list
Print maps and route booklets
Sort tasks and answers
2 people
Do the shopping
2 people
Pack materials per team
2 people
Chill drinks
Prepare sandwiches and snacks
3 people
Set up the start area
3 people
Staff the checkpoints
5 people
Place route arrows
2 people

Event

Assign teams
2 people
Give instructions and safety briefing
2 people
Hand out route booklets and compasses
2 people
Guide team arrivals
2 people
Guide the checkpoints
5 people
Refill drinks
2 people
Keep track of the current score
Register finishing teams
2 people
Set up dinner
3 people
Serve dinner
3 people
Announce the winner
Manage music and drinks reception
2 people

Aftercare

Collect checkpoint materials
3 people
Remove route arrows
2 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Return materials
2 people
Return lost and found items

What to bring

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

Sports equipment

Compassqty 6
Route mapsqty 24
Route bookletsqty 24
Checkpoint signsqty 6
Assignment cardsqty 24
Answer formsqty 24
Pensqty 30
Pencilsqty 12
Clipboardsqty 6
Ribbons for teamsqty 24
Reflective vestsqty 8
Route arrowsqty 30
Barrier tapeqty 2
Stopwatchqty 2
Calculator
Prizesqty 3

Furniture

Foldable tablesqty 4
Folding chairsqty 24
Tableclothsqty 4

Equipment

Bluetooth speaker
Power banksqty 3
Extension cordsqty 2
Phone chargersqty 3

Kitchen

Coolersqty 3
Thermos flasksqty 3
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4
Scissorsqty 3
Water tanksqty 2
First aid kit

Tableware

Reusable cupsqty 50
Platesqty 30
Cutlery setsqty 30
Bowlsqty 30
Serving bowlsqty 6

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Dish brushesqty 2
Trash bag holdersqty 2

Lighting

LED lampsqty 4
Flashlightsqty 6

Catering

Groceries

Tips

Scout the full route before inviting people, including every checkpoint and the start and finish locations. A trial walk lets you check walking times, confusing junctions, mobile coverage, and places where extra arrows or barrier tape are needed.
Set a firm registration deadline at least 7 days before the hike. Use the final participant list to create teams, prepare enough route booklets and answer forms, and confirm dietary requirements for the dinner reservation.
Prepare one complete pack for each team at least 1 day in advance. Include the map, route booklet, compass, assignment cards, pencils, answer form, and any team ribbon so the start area does not become a last-minute sorting station.
Check the weather forecast twice: once 48 hours before departure and again on the morning itself. Keep drinks, sandwiches, snacks, and warm options ready, and have a clear plan for changing or shortening the route if conditions become unsafe.
Give checkpoint staff written instructions with the task, expected answer, timing method, and escalation contact. Arrive early enough to place signs and route arrows before participants leave, then keep one person free to guide late arrivals at the finish.

Frequently asked questions

How far in advance should I plan an orientation hike?: Start planning at least 4 to 6 weeks ahead. That gives you time to scout the route, reserve the start and finish locations, send invitations, process registrations, and arrange checkpoint staff.
When should I close registration for an orientation hike?: Close registration about 7 days before the hike. You need the final numbers for team assignments, dinner, dietary requirements, printed materials, drinks, sandwiches, and checkpoint staffing.
How many maps and compasses do we need?: Prepare one route booklet and one map for every team, plus at least 10% spare copies. One compass per team is usually enough, but bring 1 or 2 extra compasses for lost or damaged equipment.
How early should organisers arrive on the day?: Allow at least 90 minutes before the first team starts. This covers setting up tables, chairs, drinks, and materials, placing route arrows, briefing checkpoint staff, and preparing the safety briefing.

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.