Orientation hike checklist: what to arrange and when

An orientation hike needs more than a route and a start time. You need a tested course, marked checkpoints, team paperwork, clear participant information and a reliable finish setup. Work from the date backwards: secure locations and permissions first, then test the route and prepare maps, signs and checkpoint tasks. In the final week, confirm registrations, dietary requirements, weather and supplies. This checklist helps you put each part in the right order without overlooking the details that are easiest to arrange too late.

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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 route and date
2 people
Reserve start and finish location
Arrange permits and notifications
Develop route with map
2 people
Determine checkpoints
2 people
Test route in advance
3 people
Prepare participant information
Send invitations
Process registrations
Collect dietary requirements
Assign teams
2 people
Print route maps
Print checkpoint tasks
Prepare team forms
Make arrows and route signs
2 people
Pick up materials and groceries
2 people
Prepare snacks and soup
3 people
Check the weather forecast
Check the route again
3 people
Clean the start and finish area
2 people
Set up tables and chairs
3 people
Set up the registration desk
2 people
Set up the finish desk
2 people
Mark checkpoints
6 people
Chill drinks
2 people
Set out coffee and tea
2 people

Event

Receive participants
3 people
Register teams
2 people
Hand out route maps
2 people
Explain the rules and safety
2 people
Get the teams started
2 people
Staff the checkpoints
6 people
Track route and participants
2 people
Refill drinks
2 people
Register finishers
2 people
Serve soup and bread
3 people
Check results
2 people
Present prizes
2 people
Pick up route signs and checkpoints
6 people

Aftercare

Collect waste
3 people
Clear tables and chairs
3 people
Clean dishes and materials
3 people
Leave venue clean
2 people
Return materials
2 people
Sort lost property
Share the results and photos

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 60
Party tentsqty 2
Coat racksqty 2

Sports equipment

Compassqty 15
Route mapsqty 60
Team formsqty 20
Clipboardsqty 12
Conesqty 30
Route arrowsqty 40
Checkpoint signsqty 8
Stamp setsqty 8
Stopwatchesqty 8
Prizesqty 3
Safety vestsqty 12
Whistlesqty 8

Equipment

Walkie-talkiesqty 8
Mobile phonesqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Flashlightsqty 8
Spare batteriesqty 24

Tableware

Reusable cupsqty 80
Soup bowlsqty 60
Spoonsqty 60
Pliersqty 6

Kitchen

Soup kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 3

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
First aid kitsqty 3

Decorations

Start and finish signsqty 2
Arrows for starting locationqty 8

Catering

Groceries

Tips

Test the complete route before inviting participants, including every checkpoint and the final approach. Allow extra time for wrong turns, missing arrows and sections that are harder than expected.
Send participant information at least 7 days before the hike. Include the meeting point, start time, expected duration, clothing advice, route format and what happens at the finish.
Prepare one team form, clipboard and route map for each team, plus spare copies. Print checkpoint tasks and signs early enough to replace unclear instructions or damaged pages.
Check the forecast and walk the route again 24–48 hours before starting. Recheck fallen branches, muddy sections, missing arrows and whether checkpoint signs are still visible.
Set up the registration desk and finish desk before participants arrive, then chill drinks and place soup, cups and bowls where they can be served without blocking the finish flow. Keep flashlights, spare batteries and power banks ready if the event may run into low light.

Frequently asked questions

How far in advance should I plan an orientation hike?: Start planning at least 4–6 weeks ahead. Reserve the start and finish locations, check permits or notifications and develop the route first; participant details and supplies can follow once the course is tested.
When should I test the orientation hike route?: Test the full route at least 2 weeks before the hike, then check it again 24–48 hours beforehand. The second check catches changed paths, damaged arrows, weather problems and unsafe sections.
How many route maps and team forms do I need?: Prepare one route map and one team form for every team, plus 10–15% spare copies. Bring extra clipboards and pens as well, because paperwork is often lost or damaged outdoors.
When should I send orientation hike information to participants?: Send the practical information 7–10 days before the hike, after the route and start location are confirmed. Send any final weather or route changes no later than the day before.

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