Walking Weekend planning checklist

A Walking Weekend needs more than a good route. You need clear start and finish points, overnight accommodation, participant information, route files, food, safety equipment and a workable setup at the venue. This checklist takes you from route selection and registration through to the final arrival briefing. Use it to spot the details that are often left too late, such as dietary requirements, printed maps, charged power banks and signs at junctions.

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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

Select walking routes
2 people
Check route maps
2 people
Set the start and finish points
2 people
Reserve venue
Reserve overnight accommodations
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Check the weather forecast
Create final participant list
Check phone numbers
Download route files
Print route maps
2 people
Make arrows and route signs
2 people
Assemble participant packs
3 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare lunch packs
4 people
Fill first aid bags
2 people
Lay out route signs
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up the reception table
2 people
Set out coffee and tea
2 people
Put up info boards
2 people
Set up route signs
3 people

Event

Register participants
3 people
Distribute participant packs
2 people
Bring luggage to rooms
3 people
Give welcome briefing
2 people
Guide the short introduction walk
3 people
Serve drinks
2 people
Refill drinks
Serve snacks
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
3 people
Lead the evening walk
3 people
Collect tableware
2 people
Set up breakfast buffet
3 people
Serve breakfast
3 people
Hand out lunch packs
2 people
Explain the day route
2 people
Group participants
2 people
Guide the long walk
6 people
Stock the rest area
3 people
Distribute water and fruit
3 people
Welcome late arrivals
2 people
Re-register participants
2 people
Serve coffee and tea
2 people
Provide the lunch break
2 people
Handle prize ceremony
2 people
Guide leisure activities
2 people
Reheat the evening meal
3 people
Serve dinner
3 people
Facilitate the board game
2 people
Guide checkout
2 people
Lead the short closing walk
3 people
Serve closing coffee
2 people
See participants off
2 people

Aftercare

Collect route signs
3 people
Tear down the venue
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Collect lost and found items
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 50
Buffet tablesqty 3
Coat racksqty 3
Waste binsqty 6
Party tentsqty 2

Tableware

Coffee cupsqty 50
Glassesqty 80
Platesqty 60
Soup bowlsqty 50
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Equipment

Coolersqty 6
Extension cordsqty 4
Power stripsqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Bluetooth speakersqty 2
Power banksqty 6

Route and safety

Compassqty 6
Walkie-talkiesqty 8
First aid bagsqty 3
Emergency blanketsqty 12
Whistlesqty 20
Reflective vestsqty 12
Route arrowsqty 80
Route signsqty 20
Barrier tapeqty 4
Flashlightsqty 8
Rain ponchosqty 15
Walking sticksqty 10
Ropeqty 2
Route mapsqty 60
Clipboardsqty 6
Pensqty 30
Name stickersqty 60
Wristbandsqty 60

Sports equipment

Backpacksqty 10
Drink bottlesqty 20
Picnic blanketsqty 6
Frisbeesqty 3
Board gamesqty 6

Decorations

Welcome sign
Information boardsqty 4
Tableclothsqty 8
Buntingqty 6
Balloonsqty 40

Lighting

LED lampsqty 8
String lightsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Scissorsqty 4
Serving plattersqty 12
Storage boxesqty 20
Aluminum foilqty 3
Cling filmqty 3
Cool bagsqty 45

Cleaning

Washing-up bowlsqty 3
Dish brushesqty 4
Bucketsqty 4
Mopsqty 4
Broomqty 2
Litter pickersqty 3

Catering

Groceries

Tips

Set the routes and start and finish points before opening registrations. Check every map, download the route files and confirm that the distance and terrain match what participants were told.
Send participant information only after the key logistics are fixed. Include the meeting point, walking schedule, accommodation details, what to bring and a contact number for the event team.
Collect dietary requirements during registration, then use the final participant list to plan lunch packs, snacks and drinks. Do not wait until the day before to discover allergies or special diets.
Prepare navigation and safety materials in advance. Print route maps, make arrows and route signs, fill the first aid bags, charge power banks and test walkie-talkies before the weekend starts.
On setup day, place route signs before participants arrive and keep the reception table ready with the final list. Set out tables, chairs, water jugs and waste bins so registration does not compete with last-minute catering work.

Frequently asked questions

How far in advance should I organise a Walking Weekend?: Start route selection, venue booking and overnight accommodation at least 8 to 12 weeks ahead. Open registration only when the routes, start and finish points, and basic accommodation information are confirmed.
How many drinks do I need for a Walking Weekend?: Plan at least 2 to 3 drinks per person for the first event hour, then add regular water access for the walking sections. Keep extra water available at the venue and include drinks in the lunch-pack calculation.
When should I print Walking Weekend route maps?: Print the maps 2 to 3 days before the event, after the final route check and weather review. Keep a few spare copies for lost or damaged maps and make sure the route signs are prepared at the same time.
When should I send the final participant information?: Send the final information 3 to 5 days before the Walking Weekend, once the participant list and phone numbers have been checked. Include meeting times, route details, accommodation, food arrangements and an emergency contact.

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.