Walk planning checklist: what to arrange and when

A well-organised walk depends on more than choosing a route. You need permission, start and finish locations, clear route marking, participant information and a practical safety plan. This checklist covers the work from early route planning through to setting up the finish area. Allow extra time for printing maps, assembling participant packs, checking equipment and preparing food and drinks, because these are easy to leave until the last 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
Scout the route in advance
2 people
Arrange route permission
Reserve the start and finish locations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect emergency contacts
2 people
Assign participant groups
2 people
Create route maps
2 people
Print route maps
Prepare route signs
2 people
Do the shopping
2 people
Assemble participant packs
3 people
Prepare food
4 people
Pack route signs and ribbons
2 people
Charge phones and power banks
2 people
Check safety equipment
2 people
Check the weather forecast
Open the starting location
2 people
Set up tables and tents
4 people
Mark out the route
4 people
Set up the final location
4 people
Prepare coffee and tea
2 people
Chill food and drinks
2 people
Set up the registration table
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out starter pack
3 people
Give the safety briefing
2 people
Send walking groups off
6 people
Staff route checkpoint
4 people
Guide the rear group
2 people
Refill drinks
2 people
Distribute snacks
3 people
Register arrival
3 people
Reheat soup and bread
4 people
Serve the meal
5 people
Refill drinks
2 people
Check absent participants by phone
2 people
Give the closing remarks and thanks
Collect route signs and ribbons
4 people

Aftercare

Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the venue
4 people
Inventory supplies
2 people
Return borrowed equipment
2 people
Store leftover food
2 people
Register lost property
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 20
Beer benchesqty 4

Navigation

Route mapsqty 60
Compassqty 8
Clipboardsqty 8
Waterproof markersqty 20
Route arrowsqty 35
Barrier tapeqty 6
Conesqty 20

Safety

First aid kitsqty 2
Reflective vestsqty 12
Whistlesqty 12
Flashlightsqty 12
Power banksqty 6
Emergency blanketsqty 6

Equipment

Mobile phonesqty 6
Extension cordsqty 3

Catering

Coolersqty 4
Thermos flasksqty 6
Water jerry cansqty 4
Groceries

Tableware

Reusable cupsqty 70
Reusable platesqty 70
Reusable cutleryqty 70

Kitchen

Soup kettlesqty 3
Large cooking potsqty 3
Gas burnersqty 3
Cutting boardsqty 4
Kitchen knivesqty 6
Serving spoonsqty 4
Pouring jugsqty 4

Cleaning

Washing-up basinsqty 6
Washing-up tubsqty 4
Broomsqty 2
Dustpan and brushqty 2
Waste binsqty 6

Tips

Scout the complete route before sending invitations, and check crossings, toilets, mobile coverage and places where signs or ribbons can be attached. Build the final route map from what you actually find on the ground.
Set a registration deadline several days before the walk. Use the final participant list to assign groups, collect dietary requirements and emergency contacts, and prepare the right number of maps and participant packs.
Prepare route signs, arrows, barrier tape and ribbons in labelled bundles before the event. Pack them in the order they are needed so the route-marking team is not searching through boxes at each junction.
Check safety equipment and charge every phone and power bank the day before. Keep first aid kits, reflective vests, whistles, flashlights and emergency blankets accessible rather than buried in a supply box.
Prepare food and chill drinks before participants arrive, not after the route is marked. Set out coffee and tea, water, reusable cups and serving equipment at the finish so the final location can open immediately.

Frequently asked questions

How far in advance should I plan a walk?: Start route planning and permission requests at least 4 to 6 weeks before the walk. Send invitations only after the route, start and finish locations, and safety arrangements are confirmed.
When should I scout the walking route?: Scout the full route at least 2 weeks before the event, then check it again within 48 hours if weather or ground conditions may change. Use the final check to update maps and route signs.
How many route maps should I print?: Print one map for each participant or assigned group, depending on how the walk is organised, plus at least 10% extra. Keep spare copies for late registrations, damaged maps and volunteers.
When should I prepare food and drinks for a walk?: Buy non-perishable supplies several days ahead and prepare food on the day, leaving enough time for chilling and safe storage. Set up coffee, tea, water and drinks before the first participants return.

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