Orientation Walk Checklist

An orientation walk needs more preparation than marking a route and inviting people. You need a confirmed start and finish, a tested course, clear navigation tasks, timed starting groups and staffed checkpoints. This checklist helps you work through the plan in the right order, from route decisions and registrations to printed materials, coolers and weather contingencies. Use it to spot details that are easy to leave until the final day, such as waterproof route covers, supervisor packets and the alternative route.

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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
Check permits and notifications
Map out the route
2 people
Determine rest stops
2 people
Put together orientation tasks
2 people
Test the route in advance
3 people
Adjust the directions
2 people
Assign start groups and time slots
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Assign volunteers to stations
2 people
Design route maps
2 people
Print route maps
2 people
Print task cards
2 people
Print participant list
Check the weather forecast
Set up the alternative route
2 people
Do the shopping
2 people
Collect materials
3 people
Sort materials by mail
3 people
Prepare packets for supervisors
2 people
Fill coolers
2 people
Check the route again
2 people
Place route markers
4 people
Set up checkpoints
4 people
Set up the start and finish area
6 people
Set up party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up info board and route map
2 people
Set up catering
3 people
Prepare coffee and tea
2 people
Lay out participant packs
2 people
Give briefing to supervisors
6 people
Check safety equipment
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out route maps
2 people
Give start instructions
2 people
Send off the start groups
2 people
Staff the checkpoints
6 people
Guide route traffic
2 people
Inform participants along the way
4 people
Distribute water and fruit
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Keep track of finish times
2 people
Collect assignment answers
2 people
Welcome arriving participants
2 people
Register lost property
Clear the route after the last group
2 people
Bring in the last walkers
2 people
Handle prize ceremony
2 people
Announce the closing

Aftercare

Remove route markers
4 people
Take down checkpoints
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect tableware and materials
3 people
Collect and sort waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Store leftovers in the fridge
2 people
Return materials
3 people
Return borrowed items
2 people
Carry Out Post-Event Route Check
2 people
Handle lost and found
Send thank-you message to participants
Share the Task Results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Tableclothsqty 8
Clothes racksqty 2

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6

Lighting

LED lampsqty 8
String lightsqty 4

Sports equipment

Compassqty 20
Route arrowsqty 60
Barrier tapeqty 12
Conesqty 24
Stamp stationsqty 8
Ink padsqty 8
Stopwatchesqty 6
Whistlesqty 8
Reflective vestsqty 12
Walking sticksqty 6
Waterproof route coversqty 30
Clipboardsqty 12
Pensqty 40
Prizesqty 6

Tableware

Reusable cupsqty 100
Reusable coffee cupsqty 60
Platesqty 60
Cutlery setsqty 60
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice packsqty 24
Kettlesqty 3
Coffee machinesqty 2
Thermos cups for the roadqty 12
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Tongs and serving spoonsqty 8

Decorations

Welcome sign
Info boardsqty 4
Large-format route mapsqty 2
Table numbersqty 8
Name stickersqty 80
Ropeqty 2
Cable tiesqty 100

Cleaning

Waste binsqty 8
Litter pickersqty 4
Dustpan and brushqty 3
Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Disinfectant wipesqty 4

Safety

First aid kitsqty 2
Emergency blanketsqty 6
Flashlightsqty 8
Safety conesqty 12

Catering

Groceries

Tips

Test the complete route before sending participant information. Record walking times, check every direction, and adjust instructions where a junction is confusing or a marker could be missed.
Set start groups and time slots after you know the route capacity and station workload. Leave enough spacing between groups for participants to complete orientation tasks without crowding the checkpoints.
Prepare one supervisor packet for each station, including task cards, a clipboard, pens, the participant list and any stamps or timing equipment needed there. Sort packets by station before event day.
Check permits, notifications and the weather forecast early, then prepare the alternative route before the final participant message. Waterproof route covers, route arrows, cones and barrier tape should be ready before setup begins.
Plan the finish area as carefully as the start. Reserve tables and seating if needed, fill coolers before participants arrive, and check power banks, extension cords, LED lamps and the portable speaker if the site has limited power or visibility.

Frequently asked questions

How far in advance should I plan an orientation walk?: Start the route, location and permit checks at least 4 to 6 weeks before the walk. Confirm registrations, dietary requirements and volunteer assignments before sending the final participant information.
How many volunteers do I need for an orientation walk?: Assign at least 1 volunteer to every staffed station, plus 1 coordinator at the start and finish. Add a reserve volunteer for every 5 to 6 stations so breaks, late arrivals and unexpected problems do not leave a station unattended.
When should I test the orientation walk route?: Walk the full route at least 7 to 10 days before the event, preferably at a similar time of day. Use the test to measure timing, check signs and update directions before printing route maps and task cards.
What should I prepare the day before an orientation walk?: Print and sort route maps, task cards, participant lists and supervisor packets at least 1 day in advance. Pack route markers, clipboards, pens, stamps, coolers and weather protection by station so setup does not depend on last-minute shopping.

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.