Walking challenge checklist

A walking challenge needs more preparation than marking a route and asking people to show up. You need a safe, checked course, a clear registration process, route information, volunteers and a practical start and finish area. This checklist puts the work in a useful order, from route planning and permits to bib numbers, rest areas, drinks and first aid. Use it to see what must be arranged early and what can wait until event day.

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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

Determine Walking Routes
2 people
Check routes for safety
2 people
Reserve starting location
Check route permit
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Assign start numbers
2 people
Print route maps
2 people
Send participant information
Brief volunteers
2 people
Check the weather forecast
Do the shopping
2 people
Prepare route signs
2 people
Sort bib numbers
2 people
Collect materials
2 people
Chill drinks
2 people
Place route arrows
4 people
Set up rest areas
4 people
Build the starting area
5 people
Set up the registration table
2 people
Set up catering
3 people
Prepare safety equipment
2 people

Event

Staff volunteer stations
6 people
Register participants
4 people
Hand out race numbers
3 people
Explain the route and rules
2 people
Lead the group warm-up
2 people
Start the walkers
3 people
Stock the rest stops
4 people
Check route arrows
3 people
Welcome participants
3 people
Refill drinks
2 people
Serve fruit and snacks
3 people
Track final registration
2 people
Handle medal distribution
2 people
Guide the last walkers
2 people
Provide the closing and thank-you speech
2 people

Aftercare

Remove route arrows
4 people
Dismantle the start area
5 people
Collect waste
3 people
Wash dishes
2 people
Clean the starting location
3 people
Chill leftover food
2 people
Sort materials
2 people
Return borrowed materials
2 people
Send thank-you message to participants
Publish results

What to bring

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

Furniture

Party tentqty 2
Tablesqty 8
Chairsqty 20
Benchesqty 6
Tableclothqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Serving plattersqty 12

Equipment

Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Megaphonesqty 2

Sports equipment

Bib numbersqty 120
Safety vestsqty 12
Route arrowsqty 80
Route signsqty 18
Route mapsqty 130
Conesqty 24
Medal ribbonsqty 120
Walking medalsqty 120
Umbrellasqty 6

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 8
Whistlesqty 12

Registration

Clipboardsqty 6
Pensqty 30
Wristbandsqty 130
Name stickersqty 150
Registration formsqty 130

Decorations

Buntingqty 8
Balloonsqty 100
Arrow sign start
Finish line sign

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setqty 2
Washing-up bowlsqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 10
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8

Catering

Groceries

Tips

Check the route well before inviting participants. Walk the full course, confirm the surface and crossings, and identify places where arrows, signs, cones or volunteers will be needed.
Set a registration deadline several days before the walk. This gives you time to check the participant list, collect dietary requirements, assign bib numbers and print route maps.
Send participant information before the event rather than explaining everything at registration. Include the start time, meeting point, route length, what to bring and what happens if the weather changes.
Plan the start area and rest areas separately. Allow enough room for the registration table, bib-number sorting, a briefing, water or refreshments, seating and a clear route onto the course.
Prepare safety equipment before the final setup. Keep first aid kits, emergency blankets, flashlights and whistles easy to reach, and make sure volunteers know who to contact if someone needs help.

Frequently asked questions

How far in advance should I organise a walking challenge?: Start route planning and checking permits at least 6 to 8 weeks before the event. Open registration once the route, starting location and basic safety arrangements are confirmed.
How many volunteers do I need for a walking challenge?: Plan at least 1 volunteer for registration, 1 for the start briefing and 1 at each major crossing or rest area. Add one roaming safety contact for every 50 to 75 participants.
When should I check the weather for a walking challenge?: Check the forecast 3 days before the event and again on the morning itself. Use those checks to decide whether umbrellas, extra shelter, route changes or additional drinks are needed.
What should participants receive before a walking challenge?: Send the final participant information at least 3 to 5 days beforehand. Include the meeting point, start time, route map, registration instructions, clothing advice and a contact number for questions.

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.