Walk planning checklist

A successful walk depends on more than choosing a route. You need to check the route in person, arrange permission, prepare participants and give volunteers clear checkpoint duties. This checklist covers the planning sequence from route design and registration to signs, lunch packs, drinks and the starting area. It also allows time for a backup route, weather checks and equipment testing, so small problems do not become delays 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

Map out walking route
2 people
Walk the route in advance
2 people
Determine an alternative route
2 people
Reserve starting location
Apply for a route permit
Send invitations
2 people
Process registrations
Collect dietary requirements
Send participant information
Assign volunteers
Assign route checkpoints
Check equipment
2 people
Do the shopping
2 people
Print route maps
Print participant list
Prepare name labels
Prepare route signs
2 people
Assemble lunch packs
3 people
Chill drinks
2 people
Pack materials for mailing
2 people
Check the weather forecast

Event

Open the starting location
2 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up information table
2 people
Put up route signs
3 people
Set up rest stops
3 people
Set out coffee and tea
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out name tags
Explain the route and safety rules
2 people
Start the walking groups
3 people
Staff route checkpoints
6 people
Stock refreshment stops
3 people
Refill drinks
2 people
Hand out lunch packs
3 people
Guide the last walkers
2 people
Remove route signs
3 people
Unregister participants
2 people
Store leftovers safely
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Clean tableware and supplies
3 people
Clean the starting location
3 people
Return borrowed materials
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 4
Folding chairsqty 50
Tableclothsqty 4
Waste binsqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Water dispensersqty 3
Walkie-talkiesqty 6
Power banksqty 4
Extension cordsqty 2
Battery lampsqty 6

Tableware

Reusable cupsqty 80
Coffee mugsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Sports equipment

Route arrowsqty 30
Marker tapeqty 10
Traffic conesqty 12
Safety vestsqty 10
Whistlesqty 8
Walking sticksqty 6
Waterproof route coversqty 50

Kitchen

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

Cleaning

First aid kitsqty 2
Hand sanitizer dispensersqty 4

Catering

Groceries

Tips

Walk the full route before sending invitations. Note road crossings, rest points, toilets and places where signs or route arrows could be missed, then prepare an alternative route before registrations open.
Apply for any route permit as soon as the route is fixed. Keep the approved route, checkpoint assignments and emergency contact details together so volunteers can find them quickly.
Send participant information before the walk, including the start time, meeting point, route length, what to wear and what to do if the weather changes. Collect dietary requirements while processing registrations, not when lunch packs are being assembled.
Test walkie-talkies, battery lamps, power banks and any extension cords before setup. Check that waterproof route covers, marker tape, traffic cones and safety vests are ready for the actual route conditions.
Set up the information table, tables, chairs and tents before participants arrive. Chill drinks in advance, fill water dispensers and assemble lunch packs early enough to handle late registrations or missing items.

Frequently asked questions

How far in advance should I organise a walk?: Start route planning and location arrangements at least 6 to 8 weeks before the walk. Fix the route and apply for any permit before sending invitations, leaving time for registration, volunteer assignments and participant information.
When should I check the walking route?: Walk the complete route once during planning and again 3 to 5 days before the event. The second check confirms that signs, crossings, roadworks and the alternative route still match the printed maps.
How many volunteers do I need for a walk?: Assign at least one volunteer to every checkpoint, plus a start or information lead and a route lead. For a route with 6 checkpoints, plan for at least 8 volunteers so no checkpoint is left uncovered if someone is delayed.
When should I prepare the drinks and lunch packs?: Chill drinks and prepare the lunch packs on the day of the walk, after the participant count and dietary requirements are confirmed. Set up water, coffee and serving supplies before opening the starting location, ideally 60 to 90 minutes before the first participants arrive.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.