Walk planning checklist

Organising a walk involves more than choosing a route and inviting people. You need time to secure permission, reserve the start and finish locations, check traffic points and prepare a safe alternative route. Registration details also affect volunteer numbers, starter groups, dietary requirements and medical contacts. This checklist covers the practical work from the first route proposal through printed maps, checkpoints, supplies and final participant information.

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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

Create a route proposal
2 people
Apply for a route permit
Reserve starting location
Reserve final venue
Set up checkpoints
2 people
Write up the safety plan
2 people
Map traffic points
2 people
Create the route digitally
Send invitations
2 people
Open registration form
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign starter groups
2 people
Create the participants' contact list
Walk the route beforehand
3 people
Check rest areas
2 people
Set an alternative route
2 people
Collect medical contact details
Create the volunteer schedule
2 people
Have route maps printed
Send participant information
Check the shopping list
2 people
Inventory materials
2 people
Do the shopping
3 people
Prepare route signs
2 people
Check first aid supplies
Check the weather forecast
Print participant list
Prepare materials
3 people

Event

Mark off the starting area
4 people
Set up checkpoints
6 people
Put up route signs
4 people
Place lighting along the route
3 people
Set up the finish area
5 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Chill drinks
2 people
Prepare the distribution point
3 people
Set up the first aid station
2 people
Brief volunteers
2 people
Register participants
4 people
Hand out race numbers
2 people
Give start instructions
2 people
Start the walking groups
4 people
Staff route checkpoint
6 people
Count participants
2 people
Check route arrows
2 people
Hand out water
3 people
Hand out fruit and snacks
3 people
Refill drinks
2 people
Provide first aid
2 people
Guide those staying behind
2 people
Register arriving participants
3 people
Hand out finisher souvenirs
2 people
Serve hot drinks
3 people
Rest area restock
2 people
Receive the last participants
3 people
Remove route signs
4 people
Turn off lights
2 people
Check participants out safely
2 people

Aftercare

Collect waste
4 people
Clean the final venue
4 people
Clean the starting location
3 people
Wash dishes
3 people
Empty the coolers
2 people
Sort materials
3 people
Inspect the route for damage
2 people
Register lost and found items
Return lost property
Store leftover food
2 people
Return materials
3 people
Return rental items
2 people
Send a thank-you gift to participants
Report permit closure

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 6
Tableclothsqty 8
Waste binsqty 10
Clothes racksqty 2

Equipment

Coolersqty 6
Kettlesqty 3
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 8
Power banksqty 6
Mobile phonesqty 4
Speaker

Sports equipment

Route arrowsqty 80
Route signsqty 25
Bib numbersqty 150
Wristbandsqty 150
Reflective vestsqty 20
Conesqty 30
Barrier tapeqty 8
Course mapsqty 150
Finisher souvenirsqty 150

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 3

Safety

First aid kitsqty 4
Emergency blanketsqty 10
Disposable glovesqty 4
Flashlightsqty 12
Whistlesqty 12

Lighting

LED lampsqty 12
Light Stripsqty 4
Battery lanternsqty 8

Decorations

Buntingqty 8
Welcome sign
Route signsqty 8

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning spongesqty 8

Catering

Groceries

Tips

Start with the route and permissions. Allow several weeks for a route proposal, permit application and location bookings before opening registration, especially if the walk crosses roads or uses public space.
Walk the full route in advance and record rest areas, traffic points and places where route arrows, signs, cones or barrier tape are needed. Keep an alternative route ready in case access or weather conditions change.
Set a registration deadline that leaves at least 7 days to process participant details, group starters, dietary requirements and medical contacts. Send the final participant information only after these lists are checked.
Plan volunteer cover by location, not just by total headcount. Checkpoints, the start, the finish and route crossings may need separate people, plus walkie-talkies or charged mobile phones for communication.
Do the stock check before shopping and count items by use point. Tables, chairs, tents, coolers, thermos flasks, reusable cups, printed maps, bib numbers and reflective vests are easy to miss when they are stored in different places.

Frequently asked questions

How far in advance should I organise a walk?: Start planning at least 6 to 8 weeks before the walk. Use the first weeks for the route, permits and venue bookings, then allow time for registration, volunteer planning and safety checks.
When should I open registration for a walk?: Open registration after the route, start location and finish venue are confirmed, usually 3 to 4 weeks before the event. Close it at least 7 days beforehand so you can prepare groups, contact lists and supplies.
How many volunteers do I need for a walk?: Count one responsible volunteer for each checkpoint or traffic point, then add people for registration, the start, the finish and route support. Final numbers depend on the route, but make the schedule after the route walk-through rather than guessing from attendance alone.
What should I prepare on the day before a walk?: Print the route maps, check signs and arrows, charge phones, walkie-talkies and power banks, and confirm volunteer arrival times 24 hours beforehand. Also separate the checkpoint supplies and verify the alternative route.

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.