Walk planning checklist: what to arrange and when

A successful walk depends on more than choosing a route. You need time to check the distance, secure permissions, organise volunteers, prepare participant information and mark the course clearly. On the day, the start area, registration table, rest area and finish point must be ready before walkers arrive. This checklist puts the main jobs in a practical order, including details that are easy to leave until the last minute.

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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
Scout the route in advance
2 people
Arrange permits and notifications
Reserve start and finish location
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Create route map and participant list
2 people
Check the weather forecast
Send participant information
Do the shopping
2 people
Prepare route signs
2 people
Assemble starter packs
3 people
Chill drinks
2 people

Event

Mark out the route
4 people
Set up the starting location
4 people
Set up the finish area
4 people
Set up the registration table
2 people
Brief volunteers
2 people
Receive participants
3 people
Hand out starter packs
3 people
Register participants
2 people
Guide walkers
6 people
Staff the rest area
2 people
Refill drinks
2 people
Serve fruit and snacks
2 people
Register arriving walkers
2 people
Guide to the finish line
3 people
Collect waste along the way
2 people

Aftercare

Remove route signs
4 people
Dismantle start and finish area
4 people
Clean tableware and supplies
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Return borrowed materials
2 people
Process lost and found items
Share participant photos and results

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 12
Beer table setsqty 4
Waste binsqty 6

Equipment

Coolersqty 4
Kettlesqty 2
Extension cordsqty 3
Mobile phonesqty 6

Route supplies

Route arrowsqty 40
Barrier tapeqty 6
Conesqty 20
Chalkqty 6
Clipboardsqty 8
Route mapsqty 100
Stamp cardsqty 100
Pensqty 20

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Umbrellasqty 6

Tableware

Reusable cupsqty 120
Reusable platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 4

Decorations

Tableclothsqty 8
Buntingqty 6
Start and finish bannersqty 2

Lighting

LED lampsqty 8

Cleaning

Bucketsqty 4
Dish brushesqty 4

Catering

Groceries

Tips

Scout the complete route at least 2–3 weeks before the walk. Check the distance, crossings, steep sections, rest points and places where arrows, cones or barrier tape may be needed.
Set a registration deadline 5–7 days before the event. Use the final participant list to prepare starter packs, route maps, stamp cards and any dietary information for food or drinks.
Recruit and brief volunteers at least 3 days in advance. Give each person a clear position, arrival time, phone contact and instructions for guiding walkers or staffing the rest area.
Prepare route signs and starter packs the day before. Keep spare arrows, chalk, pens and route maps at the start, because signs can be moved or damaged overnight.
Check the forecast 24 hours before the walk and again on the morning itself. Plan where umbrellas, party tents, coolers, thermos flasks, first aid kits and flashlights will be used if conditions change.

Frequently asked questions

How far in advance should I organise a walk?: Start planning at least 4–6 weeks ahead. That gives you time to scout the route, arrange permits or notifications, reserve the start and finish locations, recruit volunteers and process registrations.
When should I send walk information to participants?: Send the main participant information 3–5 days before the walk. Include the meeting point, start time, route distance, what to bring, registration details, rest-point information and a contact phone number.
How many volunteers do I need for a walk?: Plan at least 1 volunteer for registration, 1 for the start area, 1 for the finish area and 1 at each rest point. Add route guides for crossings or complicated sections, then confirm the final number after scouting the route.
When should I mark the walking route?: Mark the route on the morning of the walk, usually 1–2 hours before participants arrive. Place arrows and cones at every decision point, and keep spare signs, chalk and barrier tape available for last-minute corrections.

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