Walk Through the Area: Practical Planning Checklist

A walk through the area needs more than a route and a start time. You need to confirm the distance, secure the start and finish locations, arrange permissions, and give checkpoint teams clear instructions. This checklist takes you from route planning and registrations to water stations, signage, volunteer briefings and the final safety check. Use it to spot the details that are often left until the last day, such as charging radios, printing route maps and preparing supplies for each checkpoint.

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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

Check the Route and Distance
2 people
Reserve start and finish location
Check permits and route arrangements
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign checkpoint teams
2 people
Sending practical participant information
Re-inspect route
2 people
Mark hazardous spots
2 people
Do the shopping
2 people
Print route maps
2 people
Prepare race numbers
2 people
Check materials
2 people
Charge walkie-talkies
Prepare route pack per checkpoint
3 people
Portion out snacks and fruit
3 people
Prepare water stations
3 people
Prepare coffee station
2 people
Brief volunteers
4 people
Check the weather forecast
Bring route pack to the locations
3 people
Place route arrows and ribbon
4 people
Set up the start and finish area
6 people
Set up registration desk
2 people
Set up water and fruit stations
4 people
Lay out first aid and safety equipment
2 people
Test sound system
2 people

Event

Receive participants
4 people
Check off registrations
3 people
Hand out route maps
2 people
Guide the start groups
3 people
Staff checkpoint 1
2 people
Staff checkpoint 2
2 people
Refill water and fruit
2 people
Check the route
2 people
Guide the last walkers
2 people
Provide first aid
2 people
Register finishers
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks and fruit
3 people
Register lost property
Check out the last participants
2 people

Aftercare

Removing route arrows and ribbon
4 people
Dismantle the grounds and tables
6 people
Collect and sort waste
3 people
Wash dishes and supplies
3 people
Clean the venue
4 people
Dry and package materials
3 people
Return borrowed materials
2 people
Check route for litter
2 people
Thank participants
Handle lost and found

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 20
Party tentsqty 2
Tableclothsqty 6

Equipment

Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
Walkie-talkiesqty 8
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4

Lighting

LED lampsqty 8
Battery lanternsqty 6

Sports equipment

Route arrowsqty 80
Barrier tapeqty 12
Bib numbersqty 100
Route mapsqty 100
Checkpoint stampsqty 3
Stamp cardsqty 100
Conesqty 20
Rain ponchosqty 20

Safety

First aid kitsqty 3
Safety vestsqty 12
Flashlightsqty 8
Emergency blanketsqty 10
Contact cardsqty 30

Organization

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 12
Rolls of tapeqty 8
Scissorsqty 6
Lost and found boxesqty 2

Tableware

Reusable cupsqty 120
Mugsqty 60
Platesqty 80
Cutlery setsqty 80
Serving jugsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving spoonsqty 8

Cleaning

Waste binsqty 8
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Reusable cleaning clothsqty 20

Catering

Groceries

Tips

Inspect the route twice: once during planning and again shortly before the walk. Mark hazardous spots, check access to checkpoints and confirm that arrows, ribbon and cones will be visible in the expected weather.
Set a firm deadline for registrations and dietary requirements. Give yourself at least 3–5 days afterward to assign checkpoint teams, prepare participant information and portion snacks and fruit.
Prepare one route pack for every checkpoint, including maps, contact cards, pens, stamp cards, checkpoint stamps and any safety equipment. Label each pack with its location before loading the supplies.
Charge walkie-talkies and power banks the day before, then test communication between the start, finish and checkpoints. Pack extension cords, power strips, LED lamps or battery lanterns if any station depends on electricity or gets dark.
Brief volunteers before they leave for their positions. Cover the route, participant flow, emergency contacts, water and coffee arrangements, and what to do if the weather changes or someone needs first aid.

Frequently asked questions

How far in advance should I organise a walk through the area?: Start route planning and location reservations at least 6–8 weeks before the walk. Check permits and route arrangements early, then set registration and volunteer deadlines no later than 2–3 weeks before the event.
When should I send practical information to participants?: Send the main participant information 7–10 days before the walk, including the start time, route distance, meeting point, what to bring and contact details. Send a short weather or last-minute update 24 hours beforehand if needed.
How much water and food do I need for a walking event?: Plan at least one water opportunity per checkpoint and allow roughly 0.5–1 litre of water per participant for the full walk, depending on distance and weather. Prepare snacks and fruit based on confirmed registrations, including dietary requirements, with a small extra margin.
When should I mark the route and set up the start and finish area?: Re-inspect the route 1–2 days before the walk, but place route arrows, ribbon and cones on the event day so they are not moved or removed. Set up tables, chairs, tents, signage and registration materials at least 60–90 minutes before participants arrive.

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.