Village walk checklist and planning guide

A village walk needs more preparation than choosing a route and inviting people. You need a confirmed start point, a tested route, safe crossings, rest stops, volunteers and clear directions. Registration details also affect refreshments, wristbands and the participant list. Use this checklist to work from route planning and promotion through to shopping, sign-making and final setup on the day.

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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

Record date and route
2 people
Confirm the start location
Scout the route in advance
2 people
Set an alternative route
2 people
Determine rest stops
2 people
Check route distance
2 people
Develop directions
2 people
Mark safe crossing points
2 people
Send invitations
2 people
Open registrations
Hang up promotion
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Assign traffic marshals
2 people
Design route signs
Print participant list
Check reservations
Check the shopping list
2 people
Do the shopping
2 people
Make route signs
2 people
Sort wristbands
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Clean the starting area
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Place route signs
4 people
Place arrows along the route
4 people
Set up a rest area
2 people
Prepare the first aid bag

Event

Staff the reception desk
2 people
Register participants
2 people
Explain the route
2 people
Guide group departures
3 people
Lead the front group
2 people
Guide the rear group
2 people
Secure traffic points
4 people
Staff the rest area
2 people
Hand out water
2 people
Count participants
2 people
Check route arrows
2 people
Register arrivals
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Operate the music
Receive the last walkers
2 people

Aftercare

Clear tables
3 people
Wash dishes
3 people
Remove directional signs
4 people
Check the route for litter
3 people
Take down party tents
4 people
Clear tables and chairs
4 people
Clean the starting area
3 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries
Keep lost and found items

What to bring

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

Furniture

Party tentqty 2
Folding tableqty 6
Folding chairqty 40
Registration desk
Tableclothqty 6
Cool boxqty 4

Tableware

Reusable plateqty 80
Reusable cupqty 100
Coffee cupqty 60
Tea glassqty 60
Reusable knifeqty 80
Reusable forkqty 80
Reusable spoonqty 80
Serving platterqty 8
Serving tongsqty 4

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 6
Cutting boardqty 3
Bread knifeqty 2
Kitchen knifeqty 3
Measuring cupqty 2
Cooling packqty 12

Equipment

Portable speaker
Extension cordqty 3
Power stripqty 3

Lighting

LED lampqty 8
String lightsqty 4

Route supplies

Route signqty 20
Arrow signqty 35
Cable tieqty 100
Wooden stakeqty 40
Barrier tapeqty 4
Safety vestqty 12
Clipboardqty 4
Waterproof markerqty 12
Route mapqty 100
Wristbandqty 100

Safety

First aid bag
Flashlightqty 6
Power bankqty 4
Mobile phoneqty 4

Cleaning

Waste binqty 8
Trash bag holderqty 4
Hand broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Scout the full route before opening registration, including every crossing and rest stop. Record the distance and prepare an alternative route in case of roadworks, flooding or another obstruction.
Set the start location and registration setup early. Allow space for a registration desk, participant list, wristbands and signs so arrivals do not block the walking route.
Assign traffic marshals and other volunteers before invitations go out. Give each person a specific position and arrival time, rather than trying to fill gaps on the morning itself.
Collect dietary requirements with registrations and check the final numbers before shopping. Chill drinks and prepare snacks close to the event, while keeping enough cool storage for the full group.
Make and test the route signs before the walk. Count arrows and location signs against the route, then pack spare signs, extension leads, lighting and other materials together for quick setup.

Frequently asked questions

How far in advance should I plan a village walk?: Start route planning and date selection at least 6 weeks before the walk. Open registration only after scouting the route, confirming the start location and arranging the main volunteer roles.
How do I choose a safe village walk route?: Walk the proposed route in advance and check its distance, crossings, rest stops and likely hazards. Mark safe crossing points and prepare an alternative route at least 1 week before the event.
When should I send village walk invitations?: Send invitations as soon as the date, start location and route are confirmed, ideally 3 to 4 weeks beforehand. Keep registration open long enough to collect participant numbers and dietary requirements before shopping.
What should I prepare the day before a village walk?: Finish route signs, wristbands, the printed participant list and packed materials the day before. Chill drinks, check reservations and confirm volunteer arrival times before setup begins.

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.