Story walk checklist: what to arrange and when

A story walk combines a guided route, several storytelling stops, and a start or finish venue. The smoothest plans settle the route and accessibility before invitations go out, then work backward from the event day for registrations, maps, refreshments, and equipment. Allow time to brief storytellers, test the route, and prepare signs and participant packs. This checklist keeps practical details—such as dietary information, lighting, emergency contacts, and weather plans—from becoming last-minute jobs.

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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

Define route and starting point
2 people
Select stories and storytellers
2 people
Check route accessibility
2 people
Make a reservation for the start location
Make a reservation for the final venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Send participant information
Inform the storytellers about the program
Create route map and directions
2 people
Create emergency contacts and participant list
Check the weather forecast
Check materials and stock
2 people
Do the shopping
2 people
Check the route in advance
2 people
Review stories and timing
4 people
Prepare a starter kit for each participant
2 people
Sort route signs and ribbons
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Portion snacks
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Set Up Lighting at Reception
2 people
Hang up route signs
3 people
Make the story points visible
3 people
Test sound equipment
2 people
Lay out first aid and safety equipment

Event

Check in participants
3 people
Serve welcome drinks
2 people
Give safety instructions
Guide the group to the first story point
2 people
Guide Stories at Route Points
6 people
Guide the stragglers and front-runners
2 people
Refill drinks
2 people
Serve snacks
2 people
Check lighting along the dark route
2 people
Guide the endpoint and return
3 people
Present the closing story
2 people
Serve the last drinks
2 people

Aftercare

Remove the route signs and ribbons
3 people
Clear tables and chairs
4 people
Wash dishes and supplies
3 people
Collect and sort waste
3 people
Clean the venue
3 people
Pack up sound equipment and lighting
2 people
Collect lost and found items
Return materials
2 people
Clear final stock and dispose of waste
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 70
Tableclothsqty 6

Tableware

Reusable drinking glassesqty 80
Reusable coffee cupsqty 70
Reusable platesqty 80
Reusable cutleryqty 80

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 6
Coolersqty 4

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Power banksqty 4

Lighting

LED lanternsqty 12
Headlampsqty 8
Spare batteriesqty 24

Route supplies

Directional signsqty 20
Conesqty 12
Barrier tapeqty 4
Clipboardsqty 4
Waterproof markersqty 8
Printed route mapsqty 80
Program leafletsqty 80

Safety

First aid kitsqty 2
Safety vestsqty 10
Flashlightsqty 6
Emergency blanketsqty 6
Disposable rain ponchosqty 70

Decorations

Welcome sign
Directional Signs for Receptionqty 6

Cleaning

Waste binsqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the route and starting point before sending invitations. Check the full distance, walking time, access for mobility aids, and the location of every storytelling stop; then reserve both the starting location and final venue.
Give storytellers a timed programme at least 7 days before the walk. Include their stop, speaking order, expected audience size, microphone or speaker needs, and the time available for each story.
Close registrations 3 to 5 days before the event so you can collect dietary requirements, print the participant list and route maps, and prepare one starter kit for each participant.
Walk the route once in advance and again after checking the forecast. Mark unclear turns with directional signs, ribbons, cones, or barrier tape, and prepare waterproof markers and spare route maps.
Plan the reception separately from the walk: set up tables, chairs, lighting, coffee, tea, chilled drinks, and portioned snacks before participants arrive. Keep first-aid supplies, flashlights, power banks, spare batteries, and rain ponchos together where the organiser can reach them quickly.

Frequently asked questions

How far in advance should I plan a story walk?: Start planning at least 4 to 6 weeks before the event. Fix the route, storytellers, start and finish venues first; send invitations only after those details are confirmed.
How long should a story walk take?: Allow about 90 minutes to 2.5 hours, depending on the route and number of storytelling stops. Add 10 to 15 minutes at the start for registration and another 15 to 30 minutes for the final reception.
When should I send story walk participant information?: Send the final information 3 to 5 days before the walk, after registrations close. Include the meeting point, start time, route guidance, expected walking conditions, contact details, and what happens if the weather changes.
How many route signs and maps do I need for a story walk?: Place a directional sign at every turn, crossing, and point where the route could be mistaken, then carry at least 2 spare signs. Print one route map per participant plus 3 to 5 extra copies for organisers and replacements.

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.