Walking competition checklist: what to arrange and when

A walking competition needs more than a marked route and a finish line. This checklist takes you from choosing distances and securing permits to registering participants, briefing volunteers, and setting up the start and finish areas. Plan route safety early, especially where walkers cross traffic or need checkpoint support. In the final week, confirm staffing, print bib numbers and route maps, check the shopping list, and keep chilled drinks stored correctly until event day.

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

Determine routes and distances
2 people
Reserve starting location
Register event with the municipality
Apply for route permits
Map traffic points
2 people
Recruit volunteers
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Send participant confirmations
Collect dietary requirements
Assign volunteers
2 people
Arrange first aid staffing
Check the route one last time
2 people
Set up the start and finish area
2 people
Design race numbers
Prepare route maps
2 people
Print participant list
Print race numbers
2 people
Prepare medal labels
2 people
Order prizes and medals
Check the shopping list
2 people
Do the shopping
3 people
Store drinks and chilled goods
2 people
Collect materials
3 people
Assemble route packs by post
3 people
Prepare the volunteers briefing
2 people
Check the weather forecast

Event

Open venue
2 people
Check the venue for safety
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Place route arrows
5 people
Set up checkpoints
4 people
Place safety signs
3 people
Set up the first aid station
2 people
Test sound system
2 people
Welcome volunteers
2 people
Brief volunteers
3 people
Hand out race numbers
4 people
Process late registrations
2 people
Guide participants to the start
3 people
Give opening instructions
Start the walking race
3 people
Staff the checkpoints
8 people
Register participants at the finish
3 people
Award finisher medals
3 people
Distribute water and fruit
4 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check route arrows periodically
3 people
Follow up on missing participants
2 people
Check the result
2 people
Handle prize ceremony
3 people
Complete the arrival program
2 people
Dismiss route marshals
2 people

Aftercare

Remove route arrows
5 people
Remove traffic signs
3 people
Clean up catering
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Clean the venue
4 people
Check first aid supplies
Collect participant materials
2 people
Sort materials
3 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Check the route again
2 people
Register lost and found items
Publish the results
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Bar stoolsqty 4
Tableclothsqty 8

Sports equipment

Route arrowsqty 120
Marker ribbonsqty 12
Route conesqty 30
Bib numbersqty 200
Safety pinsqty 400
Medal ribbonsqty 180
Medalsqty 180
Prizesqty 6
Stopwatchesqty 4
Clipboardsqty 12
Pensqty 30
Pencil sharpenersqty 4
Calculatorsqty 2
Route mapsqty 220
Start and finish bannersqty 2
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 25
Walkie-talkiesqty 10
Whistlesqty 12
Flashlightsqty 12
Rain umbrellasqty 10
Cratesqty 20
Bags for route checkpointsqty 12

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Batteriesqty 40
Mobile chargersqty 6
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3

Tableware

Reusable cupsqty 250
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 100
Serving traysqty 8
Water jugsqty 12

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 3
Cooler elementsqty 20

Safety

First aid kitsqty 3
Emergency blanketsqty 20
Disposable glovesqty 100
Hand sanitizerqty 8
Tissuesqty 20

Lighting

LED lampsqty 10
Light Stripsqty 4

Decorations

Buntingqty 8
Directional signsqty 20
Info boardsqty 8
Chalkboardsqty 4

Cleaning

Broomqty 3
Trash binsqty 12
Cleaning bucketsqty 3
Mopsqty 3
Cleaning spongesqty 12
Litter pickersqty 4
Towelsqty 20

Catering

Groceries

Tips

Set the route and distances before opening registration. Mark traffic points on the map and allow enough time to apply for route permits and register the event with the municipality.
Create the registration form early and collect dietary requirements at the same time. Send participant confirmations only after registrations are processed, so names, distances, and practical details are correct.
Assign volunteers by location, not just by task. Give each checkpoint its route maps, pens, clipboard, supplies, and a way to contact the start and finish team, such as a walkie-talkie.
Walk or cycle the full route once during the final week. Check that arrows, marker ribbons, cones, barriers, and safety vests are ready for every traffic point and that no sign is missing or hidden.
Keep event-day materials in labelled crates and bags. Separate bib numbers, safety pins, medals, prizes, stopwatches, and checkpoint equipment so volunteers can collect what they need without searching.

Frequently asked questions

How far in advance should I organise a walking competition?: Start route planning and venue reservations at least 8 to 12 weeks before the event. Allow extra time for municipal registration, route permits, volunteer recruitment, and participant confirmations.
When should I apply for a walking competition route permit?: Apply as soon as the route and traffic points are fixed, preferably 6 to 8 weeks before the event. Permit processing times vary, so do not wait until registration has already opened.
How many volunteers do I need for a walking competition?: Plan at least one volunteer for each staffed checkpoint, plus people for registration, first aid coordination, the start, and the finish. Make the final assignment 7 to 10 days before the event and keep one backup per operational area.
What should I check the day before a walking competition?: Confirm the route, weather plan, volunteer contacts, participant list, bib numbers, medals, prizes, drinks, and first aid staffing. Pack checkpoint bags and place all start-and-finish equipment together at least 12 hours beforehand.

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.