Skating tour checklist

A skating tour needs more preparation than booking a rink and choosing a route. You need a confirmed start and finish point, suitable skates and helmets, clear safety information and a reliable way to contact participants in an emergency. This checklist puts the work in a practical order, from checking the route and opening registrations to setting up the registration table, distributing equipment and serving hot soup afterwards. Use the final days to confirm numbers, check the forecast and prepare signs, maps and lighting.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve an ice rink
Confirm the start and finish location
Check the skating route
2 people
Prepare route and safety information
2 people
Send invitations
Process registrations
Collect dietary requirements
Reserve skates and helmets
Close the participant list
Collect emergency contacts
Print the route map
Send participant information
Check the weather forecast
Do the shopping
2 people
Collect skating equipment
2 people
Prepare route signs
2 people
Chill drinks
2 people
Set out soup and snacks
3 people
Set up the starting point
4 people
Put up route signs
3 people
Prepare safety equipment
2 people
Set up the registration table
2 people

Event

Receive participants
4 people
Distribute skates and helmets
3 people
Give safety instructions
2 people
Group participants
2 people
Lead the front group
2 people
Guide the rear group
2 people
Staff route checkpoint
2 people
Refill drinks
2 people
Serve hot soup
3 people
Serve snacks
2 people
Receive participants at the finish
3 people
Collect the skates and helmets
3 people
Check night lighting
2 people
Check out the last participants
2 people

Aftercare

Remove route signs
3 people
Clean up the venue
4 people
Wash dishes
2 people
Collect waste
2 people
Clean equipment
3 people
Return rental equipment
2 people
Clean up leftovers
2 people
Return borrowed materials
2 people
Clean the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 12
Party tentqty 2
Coat racksqty 4

Sports equipment

Ice skatingqty 50
Ice hockey helmetsqty 50
Ice skate guardsqty 50
Conesqty 20
Route arrowsqty 12
Rope barrierqty 2

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Safety vestsqty 12
Flashlightsqty 8
Headlampsqty 8

Communication

Walkie-talkiesqty 8
Megaphone
Power banksqty 6
Clipboardsqty 4
Ballpoint pensqty 20
Participant wristbandsqty 60
Route mapsqty 60
Emergency contact formsqty 60

Lighting

LED string lightsqty 4
LED lanternsqty 8

Equipment

Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Thermos flasksqty 8

Kitchen

Soup kettlesqty 3
Serving spoonsqty 4
Coolers for foodqty 2

Tableware

Reusable cupsqty 80
Soup bowlsqty 60
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 4
Spongesqty 6
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Check the route before registrations open, including the surface, crossings, rest points and the exact finish location. Print a route map and prepare arrows or cones so participants can follow the course without relying on phone reception.
Close the participant list early enough to reserve the right number of skates and helmets. Collect emergency contacts and dietary requirements before the event, rather than trying to gather them at the registration table.
Send participant information at least 3 days before the tour. Include the meeting time, start and finish points, route length, clothing advice, safety instructions and what happens if the weather makes skating unsafe.
Set up registration before participants arrive, with clipboards, pens, wristbands, emergency contact forms and a clear equipment distribution area. Keep spare chairs and a coat rack near the starting point so people can change and store outer layers safely.
Prepare for low light and cold conditions even if the tour starts during the day. Charge walkie-talkies and headlamps, place emergency blankets and first aid kits with the safety team, and chill drinks while soup is kept hot in thermos flasks or soup kettles.

Frequently asked questions

How far in advance should I organise a skating tour?: Start checking the rink, route and equipment availability at least 6 weeks before the tour. Open registrations only after the start and finish points, route and skate and helmet supply are confirmed.
When should I close registration for a skating tour?: Close the participant list 5 to 7 days before the event. That gives you time to reserve the final number of skates and helmets, print maps and forms, and prepare wristbands and catering.
What should I send participants before a skating tour?: Send the full participant information at least 3 days beforehand. Include the meeting time, both locations, route and safety details, weather advice, equipment arrangements and an emergency contact number.
How much food and drink do I need after a skating tour?: Plan at least 500 ml of drinks per participant for the tour and finish, with extra hot drinks if the weather is cold. Prepare one serving of soup and a snack per person, plus around 10% extra for late additions or larger appetites.

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.