Walking challenge checklist: organise it in the right order

A walking challenge needs more than a marked route and a start time. You must confirm the course, prepare checkpoints, register participants, brief volunteers and make sure the start and finish areas work in practice. This checklist puts the work in a useful order, from route planning and invitations to signage, catering and event-day registration. It also covers details that are often left until the last minute, such as backup locations, charged equipment and weather checks.

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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

Plan the route
2 people
Reserve starting location
Walk the full route
2 people
Send invitations
2 people
Process registrations
Assign volunteers
Collect dietary requirements
Finalize Route Maps
2 people
Check the weather forecast
Close the participant list
Do the shopping
2 people
Print direction signs
Making participant badges
2 people
Assemble route packs
2 people
Pack checkpoint kits
2 people
Charge equipment
Prepare catering
3 people

Event

Build the start and finish area
5 people
Mark out the route
4 people
Set up checkpoint tables
4 people
Connect lighting
2 people
Set up information table
2 people
Set up the registration table
2 people
Receive participants
3 people
Give the start briefing
2 people
Start the walking groups
3 people
Staff the checkpoint
4 people
Hand out water and snacks
4 people
Refill drinks
2 people
Check route arrows
2 people
Check first aid supplies
Register finishers
3 people
Award finish medals
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Collect route signs
3 people

Aftercare

Take down the start and finish area
5 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 16
Waste binsqty 6

Sports equipment

Route arrowsqty 40
Traffic conesqty 20
Checkpoint flagsqty 4
Reflective vestsqty 12
Bib numbersqty 80
Finish medalsqty 80
Pedometersqty 6
Course tapeqty 6

Equipment

Walkie-talkiesqty 6
Tabletsqty 3
Power banksqty 6
Bluetooth speaker
Extension cordsqty 4

Lighting

LED lampsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6

Kitchen

Coolersqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Pliersqty 4
Pitcherqty 4
Coffee machinesqty 2

Cleaning

Broomqty 2
Litter pickersqty 3
Cleaning bucketsqty 2
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Walk the entire route before publishing it, including every turn and checkpoint. Check for unclear junctions, road crossings and places where signs, cones or route tape could be removed.
Close registrations before the final shopping trip so you know how many route packs, bib numbers, medals, cups and catering portions are needed. Confirm dietary requirements at the same time.
Prepare one clearly labelled kit for each checkpoint rather than collecting supplies on the morning. Include the checkpoint flag, communication equipment, power bank and any participant information needed there.
Check the weather forecast at least 24 hours before the challenge and decide whether the reserve starting location is usable. Do not wait until participants arrive to test lighting, tables or shelter.
Charge tablets, walkie-talkies, speakers and power banks the day before. Set up the registration and information tables early enough to receive participants without delaying the start briefing.

Frequently asked questions

How far in advance should I organise a walking challenge?: Start route planning and volunteer coordination at least 4 to 6 weeks before the event. Close registrations and finalise quantities several days before the walking challenge so shopping and route packs are not rushed.
How many volunteers do I need for a walking challenge?: Plan at least one person for registration and one for the information table, plus a volunteer at each checkpoint. Add route marshals for busy crossings and keep one spare volunteer available for breaks or problems.
When should I mark the walking challenge route?: Walk the route fully before printing the final maps and checking the forecast. Put out arrows, cones, flags and tape on the event day, close enough to the start that signs remain clear and in place.
What should I prepare the day before a walking challenge?: Print route signs and maps, make participant badges, assemble route and checkpoint kits, prepare catering and charge all electronic equipment at least 12 hours before the start. Keep the supplies grouped by area for faster setup.

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