Wheelchair Walk Checklist and Planning Guide

A wheelchair walk needs more than a route and a registration form. You need to confirm every surface, entrance, toilet and rest stop, then give participants clear information before the day. This checklist helps you work through the practical details in order, from opening registrations to briefing volunteers. It also covers the equipment that is easy to overlook, including ramps, radios, route signs, power banks and emergency supplies.

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

Send invitations
2 people
Open registrations
Check route accessibility
2 people
Reserve starting location
Reserve the break area
Check accessible toilets
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Set route and rest stops
2 people
Send participant information
Check the weather forecast
Check the route again
2 people
Print participant list
Print route maps
Assemble participant packs
2 people
Collect materials
2 people
Charge mobile equipment
Do the shopping
2 people

Event

Open the starting location
2 people
Set up tables and chairs
3 people
Put up route signs
3 people
Chill drinks
2 people
Set out snack break refreshments
2 people
Brief volunteers
2 people
Welcome participants
3 people
Register participants
2 people
Explain the route and safety
2 people
Guide the walk
6 people
Staff the rest area
2 people
Refill drinks
2 people
Serve snacks
2 people
Serve coffee and tea
2 people
See participants off
2 people

Aftercare

Remove route signs
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 30
Bar stoolsqty 4
Tableclothsqty 6
Waste binsqty 4

Equipment

Walkie-talkiesqty 6
Power banksqty 4
Phonesqty 2

Sports equipment

Traffic conesqty 12
Route arrowsqty 20
Reflective vestsqty 12
Rain umbrellasqty 4

Safety

First aid kit
Emergency blanketsqty 4
Mobile ramp
Flashlightsqty 4

Lighting

LED lanternsqty 6
Extension cordsqty 3
Power stripsqty 3

Tableware

Reusable cupsqty 60
Reusable platesqty 50
Reusable cutleryqty 60
Coffee cupsqty 40
Tea glassesqty 20

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Serving traysqty 6
Scissorsqty 3
Rolls of tapeqty 6
Markersqty 12
Clipboardsqty 6

Decorations

Welcome bannersqty 2
Route card holdersqty 10

Cleaning

Bucketsqty 2
Washing-up tubsqty 2

Catering

Groceries

Tips

Check the route at least twice: once during planning and again close to the event. Test slopes, kerbs, narrow sections, rest stops and accessible toilets rather than relying on maps alone.
Reserve the starting location and break area early, and confirm step-free access, door widths, seating and toilet access. Put the route, rest stops and toilet locations in the participant information.
Give volunteers a short briefing before opening time. Assign clear positions for route signs, rest stops and emergencies, and use walkie-talkies or charged phones so no one has to leave their post to find help.
Prepare participant packs and printed route maps before the event day. Print the participant list after registrations close, and keep a digital copy on a charged phone or power bank.
Plan for changing weather and low light. Have reflective vests, rain umbrellas, emergency blankets, a first aid kit, flashlights and LED lanterns ready rather than buying or locating them during setup.

Frequently asked questions

How far in advance should I plan a wheelchair walk?: Start checking the route and reserving accessible locations at least 6 to 8 weeks before the walk. Open registrations early enough to collect access and dietary requirements, then confirm the route again during the final week.
How do I check whether a wheelchair walk route is accessible?: Travel the complete route in a wheelchair at least twice. Check slopes, kerbs, surface changes, narrow points, crossings, rest stops and accessible toilets, and record an alternative for every section that cannot be used safely.
How many volunteers do I need for a wheelchair walk?: Use at least one volunteer at the start, each rest stop and each major route decision point. Add a coordinator and a mobile response volunteer, then increase the number when the group is large or the route has difficult crossings.
What should I prepare on the morning of a wheelchair walk?: Allow at least 90 minutes for setup. Open the start location, arrange tables and chairs, place route signs, chill drinks, set out refreshments, check the first aid kit and brief volunteers before participants arrive.

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.