Walking event checklist: from route planning to finish line

A walking event needs more than a marked route and a start time. You must secure permits and insurance, check every crossing, arrange toilets and waste collection, and give volunteers clear instructions. Participant registration also affects dietary information, bib numbers, medals and water supplies. Use this checklist to work through the planning in the right order, then confirm the weather, equipment and route markings before participants arrive.

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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

Set the date and routes
3 people
Apply for a permit
Take out insurance
Develop route maps
2 people
Carry out a route check
3 people
Determine crossing points
3 people
Apply for traffic measures
Publish registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Collect dietary requirements
Reserve starting location
Reserve toilet facilities
Arrange waste collection
Order first aid supplies
Design race numbers
Design route signs
Have start numbers printed
Check medal stock
2 people
Create volunteer schedule
2 people
Create volunteer instructions
2 people
Send participant information
2 people
Check the weather forecast
Collect materials
4 people
Do the shopping
3 people
Sort route signs
3 people
Lay out bib numbers
3 people
Chill drinks
2 people
Check first aid supplies
2 people

Event

Build the starting area
6 people
Set up the information desk
3 people
Put up route signs
6 people
Set up water stations
4 people
Staff traffic posts
8 people
Register participants
5 people
Hand out race numbers
3 people
Give the start briefing
2 people
Start participants
6 people
Restock the water station
3 people
Record the finish
4 people
Present medal
3 people
Refill drinks
2 people
Inform participants
2 people
Provide first aid
2 people
Checking the day route
3 people
Partially clear the site
5 people
Set up start and finish desk
5 people
Mark the day route
6 people
Top up the water stations
4 people
Register participants
4 people
Start participants
5 people
Record the finish
4 people
Present medal
3 people
Refill drinks
2 people
Provide first aid
2 people
Remove route signs
5 people
Set up start and finish desk
5 people
Mark the day route
6 people
Register participants
4 people
Staff water stations
4 people
Start participants
5 people
Record the finish
4 people
Present medal
3 people
Refill drinks
2 people
Provide first aid
2 people
Remove route signs
5 people
Mark the final route
6 people
Rebuild the start area
6 people
Register participants
4 people
Give the final start briefing
2 people
Start participants
5 people
Staff water stations
4 people
Record the finish
5 people
Award finish medals
4 people
Refill drinks
2 people
Provide first aid
2 people
Thank participants
2 people

Aftercare

Remove all route signs
6 people
Dismantle the start area
6 people
Collect waste
4 people
Wash dishes
3 people
Clean materials
4 people
Inventory materials
2 people
Return rental items
3 people
Leave venue clean
4 people
Process participant results
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 10
Chairsqty 30
Crowd control barriersqty 20
Dressing tablesqty 4

Sports equipment

Route signsqty 80
Directional signsqty 60
Bib numbersqty 500
Race bib strapsqty 500
Finish medalsqty 450
Medal ribbonsqty 450
Markersqty 12
Conesqty 30
Reflective vestsqty 25
Hand tally countersqty 6
Stopwatchesqty 6
Clipboardsqty 8
Route card holdersqty 12
Umbrellasqty 8

Equipment

Laptopsqty 2
Tabletsqty 4
Mobile phonesqty 8
Power banksqty 8
Extension cordsqty 6
Power stripsqty 6
Megaphoneqty 2
Walkie-talkiesqty 12
Mobile card terminalsqty 2
Coolersqty 8
Water tanksqty 8

Lighting

LED lampsqty 12
Battery lanternsqty 8

Tableware

Reusable cupsqty 500
Reusable platesqty 150
Reusable cutleryqty 150

Kitchen

Water jugsqty 12
Thermos flasksqty 6
Serving Cupsqty 12
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the date and route before opening registration. Complete a physical route check early enough to identify unsafe crossings, missing signs and places where traffic measures are needed.
Plan volunteer cover by role, not just by headcount. Give crossing marshals reflective vests, walkie-talkies or mobile phones, and provide written instructions before event day.
Reserve toilets and waste collection as soon as the start location is confirmed. A route with several hours of participant activity needs facilities at the start and, where appropriate, along the course.
Prepare participant information at least 7 days before the walk. Include the start location, route details, arrival time, what to bring and how dietary requirements will be handled.
Count operational equipment before loading the venue. Check bib numbers, medals, route signs, cones, stopwatches, power banks, card terminals and water tanks rather than assuming the stock is complete.

Frequently asked questions

How far in advance should I plan a walking event?: Start planning at least 8 to 12 weeks before the event. Apply for permits, insurance and traffic measures first, because approval times can determine whether your chosen date and route are workable.
Do I need a permit for a walking event?: Often, yes, especially when the route uses public roads, affects traffic or gathers a large group. Contact the relevant authority at least 8 weeks ahead and allow extra time if traffic measures are required.
How many volunteers do I need for a walking event?: The number depends on the route, crossings and participant count, but assign one marshal to every controlled crossing and add at least two people for registration and the finish area. Finalise the volunteer schedule 2 to 3 weeks before the event.
What should I prepare the week before a walking event?: Send participant information, confirm volunteers, check medal and bib stock, review the weather forecast and collect all materials during the final 7 days. Recheck route signs, water, toilets and communication equipment before loading them.

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