Student Walk checklist: everything to arrange

A Student Walk needs more than a route and a meeting point. You must coordinate permits, registrations, route information, safety equipment, food and the setup at both ends of the walk. Work backwards from the walking date so participants receive clear instructions early and volunteers know their roles. This checklist covers the full process, including details that are easy to leave until the last minute, such as route signs, dietary requirements, chilled drinks and power for 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

Plan the route
2 people
Arrange route and permits
2 people
Set start and finish locations
2 people
Make reservations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Check the weather forecast
Check the route again
2 people
Create final participant list
Sort wristbands and route maps
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare route signs
2 people
Check the first aid kit
Chill drinks
2 people
Prepare sandwiches and snacks
4 people
Prepare coffee and tea
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Place route signs
4 people
Connect lighting
2 people
Set up the registration table
2 people
Set up the catering table
3 people
Brief volunteers
2 people

Event

Register participants
4 people
Give the introduction briefing
2 people
Let walkers depart
3 people
Staff route checkpoint
2 people
Refill drinks
2 people
Restock the water station
2 people
Check off arriving walkers
2 people
Serve snacks and sandwiches
3 people
Serve soup and hot drinks
3 people
Carry out the final route check
2 people
Receive the last participants
2 people

Aftercare

Remove route signs
4 people
Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Check and pack materials
2 people
Return borrowed materials
2 people
Store leftovers refrigerated

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Coat racksqty 2

Tableware

Reusable drinking cupsqty 120
Reusable platesqty 100
Reusable cutleryqty 120
Thermos flasksqty 6
Serving plattersqty 10

Equipment

Megaphone
Walkie-talkiesqty 6
Coolersqty 6
Power banksqty 4
Phone chargersqty 4

Sports equipment

Reflective vestsqty 12
First aid kitsqty 2
Emergency blanketsqty 10

Organization

Route mapsqty 100
Participant listsqty 6
Clipboardsqty 6
Pensqty 20
Wristbandsqty 100
Route arrowsqty 40
Directional signsqty 20
Barrier tapeqty 4
Cable tiesqty 100

Decorations

Welcome banner
Tableclothsqty 8

Lighting

LED lanternsqty 8
String lightsqty 4
Extension cordsqty 4

Cleaning

Waste binsqty 8
Litter pickersqty 4
Bucketsqty 4
Broom and dustpanqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the route and any required permits before sending invitations. Then set fixed start and finish locations and include transport, toilets and meeting instructions in the participant information.
Close registrations early enough to create a final participant list, sort wristbands and print route maps. Collect dietary requirements at registration rather than trying to identify them while serving food.
Plan food and drinks by serving time: chill drinks before guests arrive, prepare sandwiches and snacks in advance, and keep coffee and tea in thermos flasks so the catering table can open quickly.
Walk or check the route again shortly before the event. Replace missing route arrows, secure directional signs with cable ties, and keep barrier tape available for hazards or temporary diversions.
Assign setup roles for the registration table, catering table, party tents, lighting and signs. Test walkie-talkies, the megaphone, power banks and phone chargers before participants arrive, and check that first aid kits and emergency blankets are accessible.

Frequently asked questions

How far in advance should I organise a Student Walk?: Start planning the route, permits and locations at least 6 to 8 weeks before the walk. Send invitations once the route and main timings are confirmed, then close registrations early enough to prepare the final participant list.
When should I check the Student Walk route again?: Do a final route check 1 to 3 days before the event, and check it again on the morning if weather or local conditions could affect it. Look specifically for blocked paths, missing signs and unsafe sections.
How many drinks do I need for a Student Walk?: Allow at least 2 drinks per participant for the first few hours, then add more for warm weather or a longer route. Chill the drinks before setup and keep extra water available at the finish location.
When should I prepare the food and catering tables?: Prepare sandwiches, snacks and serving platters shortly before departure so food stays fresh. Set up the catering table and coffee and tea station at least 30 minutes before participants return or arrive at the finish.

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.