Street Art Tour Checklist

A street art tour needs more than a good route. You need to check every location, book the guide, manage registrations and make the meeting point easy to find. This checklist takes you from the first route sketch to receiving participants and arranging dinner afterwards. It also covers details people often leave too late, such as dietary requirements, printed maps, weather alternatives, charged equipment and a final route check.

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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

Map route and street art locations
2 people
Book street art guide
Determine the start and finish
2 people
Check route in advance
2 people
Make a dinner reservation
Open the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Send route details to participants
Check the weather forecast
Set up the alternative route
2 people
Confirm dinner final
Print materials and route maps
Do the shopping
2 people
Assemble participant packs
2 people
Load materials and equipment
Check the weather report and route again
2 people
Make the start point clean and easy to find
2 people
Set up tables and reception materials
2 people
Chill drinks
2 people
Lay out route maps and name stickers
Instruct the guide and assistants
4 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name stickers
2 people
Serve drinks and snacks
2 people
Give safety instructions
Escort the group to the first location
3 people
Tell street art stories at stops
Guide the group from behind
Refill drinks during the break
2 people
Take group photos with permission
Carry out the mid-event group check
2 people
Guide the dinner
3 people
Lead the evening route
3 people
Check lighting and visibility
2 people
Close with a thank-you speech
Escort participants to the finish
3 people

Aftercare

Collect leftover drinks and materials
2 people
Clean up waste
3 people
Take down the reception table and direction sign
2 people
Clean materials
2 people
Charge and store equipment
Return borrowed materials
Register lost and found items
Archive photos and route files
Send thank-you message to participants

What to bring

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

Furniture

Folding tableqty 2
Folding chairsqty 4
Tableclothqty 2

Materials

Route mapsqty 40
Participant badgesqty 40
Name stickersqty 40
Pensqty 20
Clipboardsqty 6
Route sign
Barrier tape

Equipment

Portable speaker
Wireless microphone
Power banksqty 3
Charging cablesqty 4
Coolersqty 3

Lighting

LED flashlightsqty 6
Headlampsqty 4
Reflective vestsqty 6

Tableware

Reusable cupsqty 40
Reusable snack containersqty 40
Reusable spoonsqty 40
Reusable napkinsqty 40

Cleaning

Waste binsqty 3
Hand brush and dustpan
Cleaning bucket
Microfiber clothsqty 6

Safety

First aid kit
Blister plastersqty 2
Disposable gloves

Catering

Groceries

Tips

Map the route before opening registration, including the start and finish points, walking time and every planned street art location. Walk it once in advance so you can spot construction, blocked pavements or locations that are difficult to find.
Set a registration deadline that gives you time to update the participant list, collect dietary requirements and confirm the dinner booking. Send route details only after the route and meeting point have been checked.
Prepare one participant pack per attendee, including a route map, badge or name sticker and any practical information. Print a few extra maps and bring spare pens, clipboards and power banks for last-minute changes.
Check the forecast twice: once when preparing the alternative route and again shortly before the tour. If the tour may continue after dark, charge the speaker and microphone and bring flashlights, headlamps or reflective vests where needed.
Make the start point visible and easy to recognise on the day. Set up the table, route sign, maps and name stickers before arrivals, then brief the guide and assistants on the route, timings, participant list and dinner plans.

Frequently asked questions

How far in advance should I organise a street art tour?: Start planning at least 4 to 6 weeks ahead. This gives you time to map and check the route, book the guide, open registration, collect dietary requirements and reserve dinner.
How long should a street art tour route be?: Allow about 2 to 3 hours for the tour, depending on the number of stops and group size. Check the full route in advance and include time for the guide to explain each location and for the group to regroup.
When should I send the route details to participants?: Send them 3 to 5 days before the tour, after the final route check. Include the start point, finish point, meeting time, walking expectations and what happens if the weather changes.
What should I do if it rains during a street art tour?: Prepare an alternative route before the event and review it again when checking the weather forecast. Confirm the dinner booking on the final day and tell participants about any route change as soon as the decision is made.

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