Walk event checklist: what to arrange and when

Organizing a walk involves more than choosing a route and inviting people. You need to secure the starting location, check permits and traffic measures, prepare registration, and make the route easy to follow. This checklist also covers the details that are often left too late: dietary requirements, volunteer briefings, starter packs, chilled drinks, rest areas and first aid. Work through the plan in order so the event is ready before participants arrive.

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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 date
2 people
Reserve starting location
Apply for a route permit
Coordinate traffic measures
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Check route in advance
2 people
Print the route map and participant list
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Assemble starter packs
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the start and finish area
5 people
Hang route arrows
3 people
Set up rest area
3 people
Set up the registration table
2 people
Brief volunteers
2 people

Event

Register participants
3 people
Hand out starter packs
2 people
Welcome participants
Give safety instructions
Stagger the hikers' start
2 people
Staff route checkpoint
2 people
Staff the rest stop
3 people
Serve water and fruit
3 people
Refill drinks
2 people
Guide the last walkers
2 people
Record the finish
2 people
Serve snacks and drinks
3 people
Provide first aid
2 people

Aftercare

Remove route arrows
3 people
Tear down the grounds
5 people
Collect waste
3 people
Clean dishes and materials
3 people
Leave venue clean
3 people
Return materials
2 people
Process lost and found items
Inform participants of the results

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 12
Dressing tablesqty 2
Waste binsqty 6

Sports equipment

Route arrowsqty 80
Route signsqty 15
Traffic conesqty 12
Safety vestsqty 15
Walking sticksqty 6
First aid kitsqty 2
Emergency blanketsqty 6
Emergency whistlesqty 10
Clipboardsqty 4
Stamp cardsqty 150
Wristbandsqty 150
Route mapsqty 150

Equipment

Megaphone
Walkie-talkiesqty 6
Power banksqty 4
Extension cordsqty 4
Power stripsqty 3

Lighting

Work lightsqty 4
Battery lanternsqty 8

Catering

Coolersqty 6
Thermos flasksqty 6
Drink dispensersqty 4
Serving traysqty 6
Groceries

Tableware

Reusable cupsqty 200
Reusable platesqty 150
Reusable cutleryqty 180

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Measuring cupsqty 2

Cleaning

Bucketsqty 3
Mopsqty 3
Hand broomsqty 3
Reusable cleaning clothsqty 12

Tips

Check the route in advance, including rest points, crossings and places where arrows or signs can be attached. Do this early enough to change the route if a section is unsafe or unclear.
Set a registration deadline several days before the walk. That gives you time to process names, collect dietary requirements, print the participant list and prepare starter packs.
Plan volunteers by location, not only by task. Cover registration, the start and finish area, rest areas and route crossings, and brief everyone before participants arrive.
Prepare drinks and snacks according to the walking schedule. Chill bottled drinks in coolers, fill thermos flasks or drink dispensers, and place reusable cups and plates where they will be needed.
Pack an emergency kit for the route rather than leaving everything at the start. First aid kits, emergency blankets, whistles, power banks and walkie-talkies should be checked before setup begins.

Frequently asked questions

How far in advance should I organize a walk?: Start planning at least 6 to 8 weeks before the event. Apply for route permits and arrange traffic measures early, then use the final 1 to 2 weeks for registrations, shopping, printing and volunteer assignments.
What should be prepared the day before a walk?: Print the route map and participant list, check the shopping list, collect materials and assemble starter packs. Chill drinks and prepare non-perishable snacks the day before; set up the route and registration table on event day.
How many volunteers do I need for a walk?: For a small walk, plan at least 1 volunteer at registration, 1 at the start or finish and 1 for each rest area or busy crossing. Add extra people when the route has multiple crossings or more than 50 participants.
How do I mark a walking route clearly?: Use route arrows and signs at every turn, junction and point where walkers could take the wrong path. Check the full route in advance and allow at least 30 to 60 minutes before the start to put up and inspect the markings.

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.