Wheelchair tour checklist and planning guide

A wheelchair tour needs more than a route and a start time. You need to test every section for access, arrange toilets and rest stops, manage traffic, and give participants clear information before the day. This checklist follows the work from choosing the date and route through registration, equipment checks and final setup. It also helps you catch details that are often left until the last minute, such as alternative routes, dietary requirements, charged lights and chilled drinks.

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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

Record date and route
2 people
Check the route for accessibility
3 people
Determine an alternative route
2 people
Apply for permits
Reserve starting location
Reserve accessible restrooms
Reserve catering location
Arrange traffic control
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participants' contact details
Assign escorts
2 people
Make route map
2 people
Print route maps
Send participant information
Check the weather forecast
Confirm the weather backup plan
2 people
Check the shopping list
Do the shopping
2 people
Check materials
2 people
Restock first aid supplies
Print participant list
Lay out wristbands and numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Assemble lunch packs
3 people
Set out route signs
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Clear accessible pathways
3 people
Put up route signs
3 people
Hand out safety vests
2 people
Test sound and megaphone
2 people

Event

Open registration
4 people
Receive participants
4 people
Provide participants with route maps
2 people
Deliver the welcome speech
Give safety instructions
2 people
Guide the wheelchair tour
8 people
Staff traffic points
4 people
Staff the rest area
2 people
Refill drinks
2 people
Serve snacks
3 people
Welcome participants back
3 people
Hand out lunch packs
3 people
Serve coffee and tea
2 people
Handle thank-you moment
2 people
Collect route signs
3 people
Remove waste regularly
2 people
Store leftovers safely
2 people
See participants off
3 people

Aftercare

Dismantle tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the venue
4 people
Collect and remove waste
2 people
Count and check materials
2 people
Return borrowed materials
2 people
Clean route signs
2 people
Process leftover food
2 people
Thank participants
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Chairsqty 30
Bar stoolsqty 4
Waste binsqty 6
Tableclothsqty 8

Tableware

Reusable cupsqty 80
Reusable platesqty 60
Reusable cutleryqty 80
Coffee cupsqty 50
Serving plattersqty 10
Pouring jugsqty 6

Equipment

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Megaphonesqty 2
Rechargeable lampsqty 8
Extension cordsqty 4
Power stripsqty 4

Route and safety

Route signsqty 20
Directional signsqty 12
Barrier tapeqty 6
Safety vestsqty 12
Traffic conesqty 12
Flashlightsqty 8
First aid kitsqty 2
Emergency blanketsqty 10
Rain ponchosqty 20

Registration

Registration formsqty 60
Route mapsqty 60
Wristbandsqty 60
Participant numbersqty 60
Clipboardsqty 6
Ballpoint pensqty 20
Waterproof markersqty 10
Name stickersqty 80
Information boardsqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Serving tongsqty 6
Ice packsqty 20
Hand soap dispensersqty 3

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 20
Hand broomsqty 3
Trash bag holdersqty 6

Catering

Groceries

Tips

Check the full route with the types of wheelchairs expected, not just on a map. Record steep sections, narrow points, uneven surfaces, crossing times and at least one workable alternative route.
Reserve accessible restrooms and the catering location before sending invitations. Participants need the locations and approximate distances in the information you send after registration.
Set a firm registration deadline, then check every participant’s contact details and dietary requirements. Print the final participant list and prepare wristbands or numbers before the start.
Arrange traffic control and mark the route with signs, cones, barrier tape and safety vests. Keep a megaphone, first aid kits, emergency blankets and flashlights with the route team rather than at the registration desk.
Check the weather forecast again on the day before and confirm the backup plan with participants and volunteers. Test rechargeable lamps, extension cords and power strips, and chill drinks only after the final quantities are known.

Frequently asked questions

How far in advance should I plan a wheelchair tour?: Start route checks, venue reservations and permit applications at least 8 to 12 weeks before the tour. Send invitations after the accessible route, restrooms, catering and weather backup plan are confirmed.
How do I check whether a wheelchair tour route is accessible?: Walk or roll the complete route 4 to 6 weeks beforehand and note slopes, surfaces, crossings, narrow sections and rest points. Test the alternative route as well, then include both options in the route map if needed.
When should I collect participant and dietary information?: Set the registration deadline about 10 to 14 days before the tour. Use the final week to verify contact details, assign escorts, confirm dietary requirements and print the participant list.
What should I prepare for bad weather on a wheelchair tour?: Decide on the weather backup plan at least 7 days before the event and communicate it before the forecast becomes urgent. Keep rain ponchos, party tents, emergency blankets and rechargeable lamps ready, and make the final go/no-go decision 24 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.