Winter hike checklist: organise the day step by step

A winter hike needs more than a route and a start time. You need to check permissions, drive the full route, prepare an alternative for bad conditions and assign volunteers before invitations go out. This checklist also covers registration, dietary requirements, route files, signs, numbers, catering equipment and roadside support. Work through the planning tasks in order, then use the equipment list to check that the start, rest area and finish can operate in cold or wet weather.

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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 permits
Check insurance
Reserve starting location
Reserve the rest area
Drive the route in full
2 people
Check route for hazards
2 people
Set an alternative route
2 people
Set up the start and finish area
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Share route file
Send participant information
2 people
Check the weather forecast
Check material stock
2 people
Check the shopping list
Do the shopping
2 people
Check bicycles and trailer
2 people
Prepare route signs
2 people
Prepare race numbers
2 people
Print participant list
Send the volunteer briefing
Charge batteries
Lay out clothing and vests
2 people
Chill drinks
2 people

Event

Register participants
4 people
Hand out race numbers
2 people
Check bike lights
3 people
Give safety instructions
2 people
Place route signs
4 people
Set up a rest area
3 people
Build the start and finish arch
3 people
Place lighting along the grounds
3 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Staff the start area
3 people
Get participants started
3 people
Staff route checkpoint
4 people
Staff the rest area
3 people
Serve hot drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Register bike repairs
2 people
Provide roadside assistance
2 people
Monitor traffic conditions
2 people
Check off finishers
3 people
Hand out finisher stamps
2 people
Guide the last participants
2 people
Collect direction signs
4 people
Collect lost property
2 people
Wrap up finish catering
2 people
Check out participants
2 people

Aftercare

Collect materials
4 people
Dismantle tables and chairs
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Check the route for any leftover materials
2 people
Dry and count materials
2 people
Return rental items
2 people
Clean bikes and tools
2 people
Register lost and found items
Store food leftovers
2 people
Take waste to the collection point
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
High tablesqty 4
Tablecloth coversqty 8
Bicycle Racksqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Soup bowlsqty 80
Cutlery setsqty 100
Serving spoonsqty 6

Kitchen

Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Soup kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12

Equipment

Extension cordsqty 6
Power stripsqty 6
Mobile chargersqty 4
Walkie-talkiesqty 8
Bike pumpqty 3
Tire leversqty 6
Multi-toolsqty 4
Spare inner tubesqty 20
Battery lampsqty 12
Power banksqty 6

Sports equipment

Conesqty 20
Directional signsqty 60
Arrow stickersqty 150
Bib numbersqty 120
Reflective vestsqty 20
Bike flagsqty 8
Ratchet strapsqty 12
First aid kitsqty 3
Emergency blanketsqty 20
Start and finish arch

Decorations

Winter flagsqty 20
Table décorqty 12

Lighting

LED light stringsqty 8
LED lampsqty 10
Battery lanternsqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Washing-up tubsqty 4
Broom setsqty 3
Mopsqty 3
Cleaning glovesqty 12

Catering

Groceries

Tips

Drive the complete route before opening registration, not just the most difficult section. Check crossings, slippery surfaces, lighting and access for the support vehicle, then record a usable alternative route.
Set a firm registration deadline that leaves time to collect dietary requirements, print the participant list and send route information. Last-minute changes are harder once numbers and volunteer shifts are already fixed.
Plan the rest area as a working station: thermos flasks, coffee machines, kettles, soup kettles, cups, bowls and serving utensils should be checked together before shopping.
Do a power and charging check before event day. Extension cords and power strips must reach the coffee and lighting points, while mobile chargers and power banks should be assigned to specific volunteers.
Brief volunteers with the route file, roster, risk points and communication method before the hike. Keep walkie-talkies, charged lights, a bicycle pump, tyre levers, multi-tools and spare inner tubes where the support team can reach them quickly.

Frequently asked questions

How far in advance should I organise a winter hike?: Start at least 8 to 12 weeks before the hike. That gives you time to record the route, check permits and insurance, reserve the start and rest locations, recruit volunteers and process registrations.
When should I check the winter hike route?: Drive the full route several weeks before the event and check it again 3 to 5 days beforehand. The final check should confirm weather risks, diversions, access and whether the alternative route is still usable.
When should I send information to winter hike participants?: Send the main participant information 7 to 10 days before the hike, including the route file, start details, equipment guidance and contact information. Send any weather-related update no later than the day before.
How many volunteers do I need for a winter hike?: The number depends on the route and participant count, but assign volunteers by function rather than leaving general gaps: start and finish, rest area, route support and coordination. Finalise the roster at least 1 week before the hike so every shift and handover is covered.

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.