Student Walk Checklist

A student walk needs more planning than choosing a route and sending an invite. You need a measured distance, confirmed start and finish locations, a clear registration process and a backup plan for bad weather. This checklist takes you from route scouting to the final safety briefing, including water stations, wristbands, maps, first aid and the equipment needed on site. Work through the tasks in order so you are not still printing maps or chilling drinks when participants arrive.

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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

Determine the route and distance
2 people
Reserve the start and finish locations
Scout the walking route in advance
2 people
Set an alternative route
Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Send participant information
Check the weather forecast
Communicate the weather warning
Do the shopping
2 people
Chill drinks
2 people
Print route maps
Sort wristbands and numbers
Check the first aid kit
Share the support team phone numbers

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Hang decorations
2 people
Test sound system
Set up water stations
2 people
Register participants
2 people
Explain the route and safety rules
2 people
Group participants
2 people
Lead the front group
2 people
Guide the rear group
2 people
Check route signs
2 people
Hand out water and snacks
3 people
Guide the break area
2 people
Receive lost participants
2 people
Register arrival
2 people
Set out snacks and buffet
4 people
Refill drinks
2 people
Serve the buffet
4 people
Distribute game materials
2 people
Support the evening program
3 people
Ensure participants leave safely
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove route signs
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Return lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 45
Buffet tablesqty 2
Tableclothsqty 6

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 50
Pitcherqty 4
Serving spoonsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 6
Serving plattersqty 8
Coolersqty 4

Equipment

Portable speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Power banksqty 4

Sports equipment

Route arrowsqty 20
Conesqty 12
Frisbeesqty 4
Ballqty 2
Skipping ropesqty 3

Lighting

String lightsqty 3
LED lanternsqty 6
Flashlightsqty 6

Decorations

Buntingqty 4
Balloonsqty 40
Name stickersqty 60

Catering

Thermos flasksqty 4
Water dispensersqty 2
Picnic blanketsqty 8
Groceries

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mop setsqty 2

Tips

Scout the route at least 7 days before the walk and record the distance, crossings, toilets and places where the group can safely stop. Walk the alternative route too, rather than choosing one from a map on the day.
Close registration 3 to 5 days before the event. Use the final participant list to prepare wristbands or numbers, collect dietary requirements and estimate drinks, food and seating.
Send the participant information at least 48 hours in advance. Include the start time, meeting point, route distance, what to wear, weather arrangements and the support team phone numbers.
Check the forecast 24 hours before the walk and again on the morning itself. If conditions may affect safety, send the warning before participants leave home and decide when the alternative route will be used.
Allow 90 minutes for setup before registration opens. Put out the reception table, maps, wristbands, water stations and first aid kit first; test the speaker and microphone before the route explanation begins.

Frequently asked questions

How far in advance should I plan a student walk?: Start planning at least 3 weeks ahead. Reserve the start and finish locations, scout the route and send invitations early enough to collect registrations and dietary requirements before the final participant list is closed.
How long should a student walk route be?: Choose the distance based on the group, but confirm the exact distance by walking the route in advance. Allow around 15 minutes per kilometre for a steady group, plus stops at water stations and any safety delays.
When should I send student walk information?: Send the full participant information at least 48 hours before the walk. Send any weather warning as soon as the forecast changes the plan, and repeat the final instructions on the morning of the event if needed.
How much time do I need to set up a student walk?: Plan at least 90 minutes before participant registration starts. This gives you time to arrange tables and chairs, prepare the reception table, place route arrows and water stations, check first aid and test the sound system.

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.