A practical checklist for organising a walk

Organising a walk involves more than choosing a route and sending invitations. You need to walk the route in advance, check permits, reserve the start and finish locations, and plan how participants will register and receive instructions. On the day, volunteers must be briefed, the route marked, and the rest area and finish set up before people arrive. This checklist puts the work in a practical order, including the details that are often left too late.

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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

Select walking route
2 people
Walk the route in advance
2 people
Reserve the start and finish locations
Check route permit
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Send route information
Assign volunteers
Print route maps
Print participant lists
Do the shopping
2 people
Prepare route signs
2 people
Prepare food
3 people
Pack up materials
2 people
Check the weather forecast

Event

Mark route
3 people
Set up a rest area
3 people
Set up the start and finish area
4 people
Chill drinks
2 people
Brief volunteers
Register participants
2 people
Hand out route maps
2 people
Give safety instructions
Lead the walk
4 people
Staff the rest area
2 people
Serve snacks
2 people
Refill drinks
Check the route afterward
2 people
Register finishers
2 people
Serve dinner
3 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Refill drinks

Aftercare

Remove route signs
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
Check the route for litter
2 people
Process lost and found items

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Beer tablesqty 4
Tableclothqty 8

Tableware

Reusable platesqty 50
Reusable cupsqty 80
Coffee mugsqty 50
Cutlery setsqty 50

Kitchen

Serving plattersqty 8
Serving tongsqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Coolersqty 6

Equipment

Coffee machinesqty 2
Hot water boilersqty 2
Extension cordsqty 4

Lighting

LED lampsqty 6

Sports equipment

Route arrowsqty 40
Barrier tapeqty 6
Traffic conesqty 12
Route mapsqty 60
Bib numbersqty 50
Clipboardsqty 4
Stopwatchesqty 2
Whistlesqty 4
Reflective vestsqty 8
Megaphone
Power banksqty 4
First aid kitsqty 2
Disposable glovesqty 2

Cleaning

Waste binsqty 6
Dishpanqty 2
Hand soap dispensersqty 4
Cleaning bucketsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Walk the full route at least 1–2 weeks before the event. Check crossings, steep sections, toilets, mobile reception and where a rest area can fit before you publish the route.
Confirm permits and venue bookings before sending invitations. Allow at least 2–4 weeks for route or public-space permission, depending on the authority involved.
Send route information and collect dietary requirements before the final participant confirmation. Close registrations several days before the walk so you can print participant lists, route maps and bib numbers.
Prepare the route-marking kit the day before: route arrows, barrier tape, traffic cones, reflective vests and clipboards. Mark the route only after checking the latest weather and access conditions.
Set up drinks, food, first aid kits and the finish area before registration opens. Chill drinks in coolers, test coffee machines and hot-water boilers, and keep extension cords and power banks ready for the team.

Frequently asked questions

How far in advance should I organise a walk?: Start planning at least 4–6 weeks ahead for a small organised walk. Begin earlier if you need a permit, venue bookings, several volunteers or printed materials.
When should I check the walking route?: Walk the route once during planning and again 1–3 days before the event. The second check catches construction, fallen branches, road closures and missing route signs.
How many volunteers do I need for a walk?: Plan at least 1 volunteer for registration, 1 for the start and finish area, and 1 at each rest or safety point. Add route marshals for crossings and difficult sections rather than leaving one person responsible for several locations.
When should I prepare the food and drinks for a walk?: Buy non-perishable supplies 2–3 days beforehand and prepare fresh food on the day or the evening before, depending on the recipe. Chill drinks at least 6 hours before the start and set out food after the finish area is ready.

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