A practical checklist for organising a walk

Organising a walk involves more than choosing a route and sending invitations. You need to confirm the distance, permissions and start and finish locations, then test the route and plan around bottlenecks. As registrations come in, collect dietary requirements, share clear participant information and assign volunteers to traffic posts. In the final days, recheck the route and weather, prepare participant packs, print lists and maps, and set up registration, refreshments and route signs before people 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

Record route and distance
2 people
Reserve the start and finish locations
Request required permission
Test the route in advance
3 people
Record route bottlenecks
2 people
Set an alternative route
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Assign volunteers
2 people
Assign traffic posts
2 people
Check the weather forecast
Check the route again
2 people
Do the shopping
2 people
Collect materials
3 people
Print route maps
2 people
Print participant lists
Prepare a starter pack per participant
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up the registration table
2 people
Place route arrows
4 people
Brief traffic marshals
2 people
Conduct a safety check
2 people

Event

Receive participants
4 people
Register attendance
2 people
Hand out starter packs
2 people
Serve coffee and tea
2 people
Give welcome briefing
Send walking groups off
3 people
Staff route checkpoints
6 people
Send backup support along the route
2 people
Stock the rest area
2 people
Refill drinks
2 people
Register arriving walkers
2 people
Serve sandwiches
3 people
Restock fruit and snacks
2 people
Remove route arrows
3 people
Close with a thank-you speech

Aftercare

Collect waste
3 people
Wash the dishes and kitchenware
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Check and dry materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 4
Chairsqty 24
Benchesqty 4
Tableclothsqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Megaphone
Power banksqty 4
Extension cordsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Whistlesqty 8

Route signage

Route arrowsqty 80
Directional signsqty 12
Traffic conesqty 20
Barrier tapeqty 4
Route mapsqty 70

Administration

Participant listsqty 6
Clipboardsqty 6
Ballpoint pensqty 30
Name stickersqty 80
Wristbandsqty 80

Tableware

Reusable cupsqty 100
Reusable platesqty 80
Reusable cutleryqty 80
Serving plattersqty 8

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 3
Ice packsqty 20

Cleaning

Waste binsqty 6
Bucketsqty 3
Spongesqty 6
Hand broomsqty 2

Catering

Groceries

Tips

Test the complete route in advance, including the start and finish areas. Note narrow sections, crossings and other bottlenecks, then prepare an alternative route before walk day.
Set a registration deadline that gives you at least 3 to 5 days to process names, dietary requirements and volunteer assignments. Print participant lists, maps and name stickers after the deadline.
Check the weather forecast twice: once about 48 hours before the walk and again on the morning itself. Use the second check to confirm tents, drinks, clothing guidance and any route changes.
Prepare one starter pack per registered participant at least 1 day beforehand. Keep spare wristbands, pens, route maps and participant information at the registration table.
Set up route arrows, directional signs, cones and barrier tape before registration opens. Walk the first and last sections once more to make sure signs are visible from the correct direction.

Frequently asked questions

How far in advance should I organise a walk?: Start planning at least 6 to 8 weeks before the walk. This gives you time to reserve the start and finish locations, request permission, test the route, recruit volunteers and process registrations.
When should I send information to walk participants?: Send the main participant information 5 to 7 days before the walk, including the meeting point, start time, route distance, what to bring and how to contact the organisers. Send any weather-related update again on the day before the event.
How many volunteers do I need for a walk?: The number depends on the route, crossings and group size, but assign one named volunteer to every traffic post and add at least 2 coordinators for registration and route support. Finalise assignments no later than 3 days before the walk.
What should I prepare on the morning of a walk?: Allow at least 2 hours before the start for tents, tables, registration, coffee and tea, chilled drinks, participant packs and route signage. Keep first aid kits, safety vests, whistles, flashlights and a megaphone accessible throughout the event.

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