Walk with tasks: a practical organising checklist

A walk with tasks needs more planning than a simple route and a few activities. You need to confirm the distance, secure locations, organise assignment stations and make sure volunteers know where to be. This checklist covers the order of work, from permissions and registrations to route marking, catering and the final briefing. Use it to spot details that are easy to leave until the last day, such as printing maps, chilling drinks and testing communication equipment.

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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 distance
2 people
Select task locations
2 people
Reserve venue
Request required permission
Send invitations
Process registrations
Collect dietary requirements
Assign volunteers
Check the route again
2 people
Work out assignments
2 people
Print task cards
Print route maps
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Distribute materials by post
2 people
Bundle route arrows
2 people

Event

Set up the start table
3 people
Set up the finish area
5 people
Place route arrows
3 people
Set up assignment stations
4 people
Set up catering
3 people
Test sound system
2 people
Brief volunteers
2 people
Receive participants
3 people
Give the introduction briefing
2 people
Register participants
2 people
Supervise assignment station one
2 people
Guide station two
2 people
Assist at checkpoint 3
2 people
Guide task station four
2 people
Check route and safety
2 people
Refill drinks
2 people
Welcome finishers
3 people
Serve snacks and soup
3 people
Check answers
2 people
Announce the winners
Guide the last participants
2 people

Aftercare

Remove route arrows
3 people
Dismantle furniture
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Tableclothsqty 6

Equipment

Coolersqty 4
Bluetooth speaker
Power banksqty 4
Megaphone
Walkie-talkiesqty 6
Kettlesqty 2

Lighting

LED lampsqty 8
Extension cordsqty 4

Sports equipment

Route arrowsqty 40
Conesqty 20
Ropeqty 4
Stopwatchesqty 4
Ballqty 2
Hoopsqty 4
Blindfoldsqty 8
Measuring tapesqty 4
Waterproof storage boxesqty 4
Route mapsqty 60
Assignment cardsqty 20
Answer formsqty 60
Clipboardsqty 10
Pensqty 70
Markersqty 12
Prizesqty 6

Tableware

Reusable cupsqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Thermos flasksqty 6
Soup bowlsqty 50
Serving spoonsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving plattersqty 8
Water jugsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop set
First aid kit

Catering

Groceries

Tips

Record the route and distance before choosing task locations. Check the route again close to the event, because construction, access restrictions or changed conditions can affect station placement.
Request any required permission and reserve the venue before sending invitations. Allow at least 2–3 weeks for approvals where another organisation or public space is involved.
Process registrations and collect dietary requirements several days before the walk. Use the final participant list to work out assignments and prepare enough snacks, drinks and tableware.
Prepare printed route maps, task cards and the participant list before setup day. Bundle route arrows by section so volunteers can place them quickly instead of sorting materials at the start.
Set up the start table, finish area, assignment stations and catering before participants arrive. Brief volunteers for 15–20 minutes, then test the speaker, megaphone, walkie-talkies and any power banks or extension cords.

Frequently asked questions

How far in advance should I organise a walk with tasks?: Start planning at least 4–6 weeks before the event. Reserve the venue, select task locations and request permissions first, then send invitations once the route and timing are confirmed.
When should I check the walking route again?: Do a final route check 1–3 days before the walk. Confirm that arrows can be placed, task stations are accessible and no temporary obstruction has appeared since the route was recorded.
How many volunteers do I need for a walk with tasks?: Assign at least one volunteer to each task station, plus people for registration, route support, catering and the finish area. Add one coordinator for every 5–8 volunteers so questions and changes are handled quickly.
When should I prepare the food and drinks?: Buy shelf-stable supplies 2–3 days ahead and chill drinks the day before. Prepare snacks and set up the catering area on the event day, allowing at least 60 minutes before participants arrive.

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