Walk for Water organising checklist

A Walk for Water needs more than a marked route and a registration list. You need to confirm the start and finish locations, check permissions, test the distance on foot and plan how people will be guided and supported. This checklist follows the work from route planning through registrations, volunteers, first aid, refreshments and final weather checks. Use it to spot the details that are easy to leave until the last week, such as traffic marshals, printed signs, dietary requirements and power for hot drinks.

Organize this event for free with Lizzt

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
Arrange permits and notifications
Check insurance
Walk the route several times
3 people
Determine rest stops
2 people
Map traffic bottlenecks
2 people
Design route map
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Arrange first aid coverage
Arrange traffic marshals
Assign rest area staffing
2 people
Design race numbers
Have directional signs printed
Calculate drink and food needs
2 people
Purchase catering
2 people
Check materials
2 people
Restock Supplies
Send participant information
Check the weather forecast
Communicate route changes
Assemble starter packs
4 people
Sort groceries
3 people
Fill coolers
2 people
Set out route signs
2 people
Prepare the volunteers briefing

Event

Set up the starting location
6 people
Mark out the route
5 people
Set up rest areas
6 people
Set up first aid stations
2 people
Instruct traffic marshals
2 people
Brief volunteers
2 people
Lay out bib numbers
2 people
Staff the registration table
3 people
Register participants
3 people
Give the introduction briefing
2 people
Let walkers depart
4 people
Staff route checkpoint
5 people
Refill water
4 people
Hand out fruit and snacks
4 people
Keep drinks cold
2 people
Provide first aid
2 people
Guide traffic crossings
4 people
Guide those staying behind
2 people
Keep track of finish times
2 people
Serve finish drinks
3 people
Serve soup and bread
4 people
Refill coffee and tea
2 people
Empty trash during the event
2 people
Check the route
2 people
Receive the last walkers
2 people

Aftercare

Remove directional signs
4 people
Dismantle finish area
6 people
Collect tableware
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 20
Waste binsqty 8
Tableclothsqty 10

Tableware

Reusable cupsqty 250
Soup bowlsqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Thermos flasksqty 8
Coolersqty 8
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 8
Power banksqty 6

Sports equipment

Hydration backpacksqty 6
Route mapsqty 150
Bib numbersqty 150
Safety vestsqty 20
Walking sticksqty 6
Course tapeqty 12
Directional signsqty 45
Conesqty 30
Clampsqty 60
Pensqty 30
Clipboardsqty 8
Wristbandsqty 150
Medal ribbonsqty 150
Finish medalsqty 150
Stamp cardsqty 150
Point pliersqty 8
Flashlightsqty 10
Route arrowsqty 30

Kitchen

Soup kettlesqty 3
Water jugsqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving traysqty 8
Soup ladlesqty 6
Measuring cupsqty 4

Cleaning

Washing-up basinsqty 6
Cleaning spongesqty 12
Hand broomsqty 3
Litter pickersqty 4
Bucketsqty 6

First aid

First aid kitsqty 3
Blanketsqty 10
Disposable glovesqty 100
Cold packsqty 20

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Groceries

Tips

Walk the route several times before publishing it, including at the planned pace. Record the distance, identify traffic bottlenecks and choose rest stops where walkers can safely pause.
Start permit, notification and insurance checks early enough to resolve changes before invitations go out. A route change after registration means updating maps, participant information and directional signs.
Plan volunteer cover by position, not just by total headcount. Assign separate people for registration, rest areas, traffic points, route guidance and first aid, with a clear handover time.
Calculate drinks and food for the first hour as well as the full walk, then add a reserve for late arrivals and volunteers. Check dietary requirements before purchasing catering, rather than trying to adjust portions on the day.
Complete a final materials check before event morning: bib numbers, route maps, safety vests, cones, course tape, signs, clipboards and pens. Charge mobile phones and power banks, and test extension cords and power strips before setting up hot-drink equipment.

Frequently asked questions

How far in advance should I organise a Walk for Water?: Begin route, location, permit and insurance checks at least 8 weeks before the walk. Open registration only after the route and start and finish arrangements are sufficiently stable to share with participants.
How much water and food do I need for a Walk for Water?: Calculate quantities from the confirmed participant and volunteer numbers, then plan two to three drinks per person for the first hour, with extra for warm weather and rest stops. Confirm dietary requirements before placing the catering order.
How many volunteers are needed for a Walk for Water?: Assign at least one responsible volunteer to registration, each rest area, first aid coordination and every traffic-control point; larger or busier routes need more coverage. Finalise assignments at least 1 week before the event and send every volunteer their position and arrival time.
When should I send information to Walk for Water participants?: Send the route, start time, meeting instructions, distance, rest-stop information and contact details about 1 week before the walk. Check the forecast again 24 to 48 hours beforehand and communicate any route or safety change immediately.

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.