Pilgrimage planning checklist
A pilgrimage needs more than a marked route and a meeting point. You need to secure permits and locations, arrange transport and first aid, and give participants clear information before they arrive. This checklist takes you from route planning and registration to final food, equipment and safety checks. Start several weeks ahead so you have time to scout the full route, recruit guides and confirm dietary requirements.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set route and rest stops
2 people
Fully scout the route in advance
3 people
Request route permit
Reserve the start and finish locations
Reserve meal venue
Reserve shuttle transport
Arrange first aid support
Send invitations
2 people
Open the registration form
Recruit route guides
2 people
Process registrations
2 people
Collect dietary requirements
Send route information
Assign groups and supervisors
2 people
Check the shopping list
Print route maps and participant lists
2 people
Prepare name badges
2 people
Make route arrows and information signs
2 people
Check first aid and safety supplies
2 people
Charge walkie-talkies
Do the shopping
3 people
Chill drinks
2 people
Prepare bread meal
3 people
Prepare soup and hot drinks
3 people
Pack diet meals separately
2 people
Bring materials to the start location
3 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Stock the rest stops
4 people
Mark route
4 people
Check the weather forecast and route
2 people
Event
Receive participants
4 people
Register attendance
2 people
Hand out name badges
2 people
Give safety instructions
2 people
Send walking groups off
4 people
Guide walking groups
8 people
Staff rest points
4 people
Distribute water and fruit
4 people
Refill drinks
2 people
Guide arrival at the final location
4 people
Serve soup and bread meals
5 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Lead the closing moment
2 people
Guide participants to transport
3 people
Aftercare
Collect tableware and kitchen supplies
4 people
Collect and sort waste
3 people
Remove route signs
4 people
Take down tables and chairs
4 people
Clean the venue
4 people
Gather borrowed materials
2 people
Clean reusable materials
3 people
Return rented materials
2 people
Send thank-you message to participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 8
- Folding chairsqty 50
- Beer tablesqty 4
- Clothes racksqty 2
Tableware
- Reusable cupsqty 100
- Deep platesqty 60
- Dinner platesqty 60
- Cutlery setsqty 60
- Coffee cupsqty 60
Kitchen
- Thermos flasksqty 8
- Soup kettlesqty 3
- Serving spoonsqty 6
- Cutting boardsqty 4
- Bread knivesqty 4
- Serving plattersqty 12
Equipment
- Coolersqty 6
- Walkie-talkiesqty 8
- Megaphonesqty 2
- Power banksqty 6
- Charging cablesqty 8
- Mobile phoneqty 2
- Route arrowsqty 40
- Information boardsqty 8
- Route mapsqty 60
- Clipboardsqty 4
- Markersqty 12
- Name badgesqty 60
- Pensqty 20
- First aid kitqty 2
- Emergency blanketsqty 10
Lighting
- LED lanternsqty 8
- Headlampsqty 12
Sports equipment
- Reflective vestsqty 12
- Walking sticksqty 10
Cleaning
- Waste binsqty 8
- Trash bag holdersqty 8
Catering
- Groceries
Tips
- Scout the complete route before opening registration. Mark realistic rest stops, check difficult sections and allow extra time for detours or slower walking groups.
- Secure the route permit, start and finish locations, meal venue and shuttle transport before sending invitations. Participants need confirmed times, meeting points and return arrangements.
- Close registration early enough to process names, dietary requirements and group assignments. Send route information before the day, then print participant lists, maps and name badges for check-in.
- Assign route guides and supervisors to specific groups, not just to the event overall. Charge walkie-talkies, prepare a megaphone and check that reflective vests, headlamps and first-aid supplies are ready.
- Plan the meal service around the walking schedule. Chill drinks in advance, keep soup and hot drinks in thermos flasks or soup kettles, and pack diet meals separately so they are easy to identify.
Frequently asked questions
- How far in advance should I organise a pilgrimage?
- Start at least 8 to 12 weeks before the walking day. Use the first weeks for route scouting, permits, venue bookings and shuttle transport, then allow time for registration and volunteer planning.
- When should I send pilgrimage route information to participants?
- Send the route, meeting instructions and practical information at least 7 days before the event. Send a final update 24 to 48 hours beforehand if weather, transport or route conditions may affect the plan.
- How many route guides do I need for a pilgrimage?
- Assign at least 1 guide or supervisor to each walking group, plus a coordinator who can respond to problems on the route. Add extra support for large groups, difficult terrain or participants with different walking speeds.
- How much food and drink should I prepare for a pilgrimage?
- Plan one substantial meal per participant, plus drinks for the route and arrival. As a practical starting point, allow 2 to 3 drinks per person during the first hour and add water or hot drinks according to the distance, weather and rest-stop schedule.
Start this plan in Lizzt
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