Wheelchair Walk Checklist

Organising a wheelchair walk takes more than marking out a route. You need to test every section for accessible surfaces, slopes, crossings, rest points, and places where participants can turn or wait safely. This checklist puts the work in a useful order, from booking an accessible room and opening registration to setting up signs, refreshments, and support equipment on the day. It also helps you prepare for weather changes and last-minute mobility problems.

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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

Reserve an accessible room
Set the walking route
2 people
Check the route for accessibility
2 people
Determine rest stops along the route
2 people
Create registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register emergency contacts
Assign escorts
2 people
Create directions
Confirm rest locations
Send participant information
Check the weather forecast
Confirm alternative program
2 people
Make route signs
2 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the route again
2 people
Set up tables and chairs
3 people
Set up the reception table
2 people
Set up coffee station
2 people
Put up route signs
3 people
Prepare safety equipment
2 people
Brief chaperones
3 people
Prepare participant list

Event

Staff the registration desk
2 people
Register participants
2 people
Serve welcome drinks
2 people
Assemble the walking group
3 people
Give safety instructions
2 people
Lead the wheelchair walk
6 people
Guide rest area
3 people
Hand out water along the route
2 people
Check route signs
2 people
Receive participants back
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide participants to their seats
3 people
Support the evening program
2 people
Serve the last round
2 people
See participants off
3 people

Aftercare

Collect route signs
3 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Check materials
2 people
Return borrowed materials
2 people
Archive participant list

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Bar stoolsqty 2
Coat racksqty 2
Waste binsqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 10
Traffic conesqty 12
Barrier tapeqty 3
Flashlightsqty 6
Rain ponchosqty 20
Sunshadesqty 3
Route arrowsqty 20

Communication

Walkie-talkiesqty 6
Mobile phonesqty 2
Participant badgesqty 50
Clipboardsqty 4
Ballpoint pensqty 20

Sports equipment

Wheelchair repair kitsqty 2
Bike pumpsqty 2
Spare inner tubesqty 6
Hydration backpacksqty 4
Seat cushionsqty 10

Lighting

String lightsqty 4
Battery lanternsqty 6
Extension cordsqty 4

Tableware

Reusable mugsqty 50
Reusable glassesqty 50
Reusable platesqty 50
Reusable cutleryqty 50

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving jugsqty 4

Decorations

Tableclothsqty 6
Balloonsqty 50

Cleaning

Dustpans and brushesqty 2
Mop setsqty 2

Catering

Groceries

Tips

Check the route with a wheelchair before sending invitations. Look for narrow gates, steep sections, uneven paving, kerbs, road crossings, and toilets that participants cannot use independently.
Plan rest stops around the route rather than only at the halfway point. Give participants a reliable place to sit, drink, and ask for help, and confirm each location again before the event.
Collect dietary requirements and emergency contacts during registration, not at check-in. Print the information on a clipboard for the people coordinating escorts and first aid.
Pack for both breakdowns and weather changes. Wheelchair repair kits, bike pumps, spare inner tubes, rain ponchos, sunshades, and first aid kits are easy to overlook until they are needed.
Set up the reception table and coffee station before participants arrive, then put route arrows and other signs in place while the route is still quiet. Keep mobile phones or walkie-talkies available for the people supervising the route.

Frequently asked questions

How far in advance should I organise a wheelchair walk?: Start planning at least 6 to 8 weeks before the walk. That gives you time to reserve an accessible room, test the route, open registration, assign escorts, and arrange an alternative programme if the weather or route changes.
How do I check whether a wheelchair walk route is accessible?: Test the complete route in a wheelchair at least twice: once during planning and again shortly before the event. Check surfaces, slopes, kerbs, crossings, rest stops, toilets, and any points where signs or traffic cones are needed.
How many rest stops does a wheelchair walk need?: Plan a rest stop about every 30 to 45 minutes, adjusting for hills, heat, and the pace of the group. Confirm that each stop has enough space for wheelchairs, seating, drinking water, and safe waiting.
What should I do if the weather is bad on the day?: Check the forecast 24 to 48 hours before the walk and confirm the alternative programme before participants arrive. Keep rain ponchos, sunshades, and clear contact details ready so changes can be communicated quickly.

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