Walk organisation checklist

Organising a walk takes more than choosing a route. You need to confirm the distance, check permits, prepare rest stops and make the start and finish areas work for participants. Registration details, dietary requirements and volunteer assignments should be settled before event week. This checklist also covers route marking, maps, safety equipment, refreshments and the final setup, so nothing essential is left until the last morning.

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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 start and finish location
Check permit requirements
Apply for a permit
Mark Rest Stops
2 people
Scout the route in advance
2 people
Prepare directions
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send participant information
Assign volunteers
Check the weather forecast
Check route changes
2 people
Do the shopping
2 people
Print route maps
Assemble starter packs
3 people
Load materials

Event

Open the starting location
2 people
Set up tables and chairs
3 people
Set up the tent and reception desk
4 people
Place route arrows
4 people
Set up a rest area
3 people
Conduct a safety check
2 people
Set up registration desk
2 people
Receive participants
4 people
Hand out starter packs
3 people
Explain the route and safety rules
2 people
Let walkers depart
3 people
Register stragglers
Check route arrows
2 people
Staff the rest area
3 people
Refill drinks
2 people
Hand out fruit and snacks
2 people
Manage first aid supplies
Register arriving walkers
2 people
Serve hot drinks
2 people
Empty trash bins
2 people
Perform final route check
2 people

Aftercare

Collect route arrows
3 people
Take down the rest stop
3 people
Take down the start location
4 people
Clean tableware and supplies
3 people
Clean the venue
3 people
Dispose of waste
2 people
Check and dry materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 20
Party tent
Waste binsqty 6

Equipment

Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Walkie-talkiesqty 6

Route and safety

Route arrowsqty 80
Conesqty 20
Barrier tapeqty 4
Warning signsqty 8
Safety vestsqty 12
First aid kitsqty 2
Flashlightsqty 8
Reflective armbandsqty 20
Pensqty 30
Clipboardsqty 6
Plastic route sleevesqty 80
Route mapsqty 80

Catering

Reusable cupsqty 100
Reusable mugsqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving jugsqty 6
Ice packsqty 20
Groceries

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12
Hand broomsqty 3
Litter pickersqty 2

Tips

Record the route and distance early, then walk or cycle the full route before publishing it. Allow extra time for rest stops, crossings and any sections that may be difficult to mark.
Check permit requirements before inviting people, especially if the walk uses public roads, parks or a busy start area. Submit an application as soon as the authority’s lead time is known, rather than waiting until registrations open.
Close registration with enough time to update the participant list and collect dietary requirements. Send participant information at least 3–5 days before the walk, including the start time, meeting point, distance and what to bring.
Assign volunteers to specific jobs and locations, not just as a general pool. For a longer route, give key people walkie-talkies and provide safety vests, route maps, first aid kits and clear instructions before they leave the start area.
Do the final route and weather check 24 hours before the walk and again on the morning itself. Pack arrows, cones, barrier tape, warning signs, lights, coolers and thermos flasks together so setup can begin immediately at the start location.

Frequently asked questions

How early should I start planning a walk?: Start at least 6–8 weeks before the event if you need a permit, volunteers or a reserved start and finish location. Record the route and distance first, then confirm permissions before opening registration.
When should I send walk information to participants?: Send the practical participant information 3–5 days before the walk. Include the meeting point, start time, route distance, directions, weather advice and any changes to the route.
How many volunteers do I need for a walk?: Plan one responsible volunteer for each rest stop, the start area, the finish area and any complicated crossing or route section. Add at least 1–2 people for registration, supplies and last-minute problems.
When should I check the route and weather forecast?: Check route changes and the forecast 24 hours before the walk, then check both again on the morning of the event. This gives you time to move a rest area, adjust route arrows or inform participants about a change.

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.