Charity walk planning timeline

Work back from the date of the walk. This timeline assumes a public glow walk for a few hundred people. A small walk on private land can compress the first six weeks into two.

Twelve weeks out: decide

• Agree the cause, the target and the team.
• Shortlist two dates by sunset time and two possible routes.
• Use the planner to size the event.

Eleven weeks: route and permission

• Walk both routes, once in daylight and once at dusk. Choose one.
• Write to the landowner for permission.
• Tell your local authority’s events team and ask what they need from you.

Ten weeks: safety and cover

• Draft the risk assessment.
• Arrange public liability insurance or confirm existing cover in writing.
• Book first aid.

Nine weeks: money

• Write the budget.
• Approach local businesses to sponsor lights, markers or refreshments.
• Decide on entry fee and sponsorship target per walker.

Eight weeks: build the sign-up

• Set up registration and the sponsorship form or giving page.
• Write the event description: date, time, distance, who it is for, what to wear, what the money does.
• Design a poster and a square image for social media.

Seven weeks: launch

• Open registration.
• Tell your warmest audience first: existing supporters, staff, families.
• Send a short press note to local papers, radio and community groups.

Six weeks: order the kit

• Order lights, vests, signs and wristbands, with 10% spare.
• Book toilets, a sound system and any shelter.
• Start recruiting marshals.

Five and four weeks: keep promoting

• Post a walker’s story each week.
• Ask teams to sign up together: workplaces, clubs, classes.
• Remind registered walkers to start collecting sponsorship now.

Three weeks: confirm

• Confirm marshals and give each a numbered position.
• Confirm landowner, first aid, toilets and suppliers.
• Send walkers a “what to expect” message.

Two weeks: brief

• Hold the marshal briefing, on the route if possible.
• Test every light and radio.
• Print the map, sign-in sheets and signs.

One week: final checks

• Send walkers final details: arrival time, parking, what to bring.
• Check the long-range forecast and re-read your cancellation plan.
• Pack the crew kit: spare lights, batteries, cable ties, tape, first aid sign, torch, bin bags.

The day

• Walk the route in the afternoon.
• Set up two hours before registration opens.
• Brief the crew, then the walkers.
• Count out, count in, clear up.

The week after

• Next morning: thank everyone, share photos and the total so far.
• Day seven: sponsorship reminder with the closing date.
• Day fourteen: final total, and what it will pay for.
• Hold a short review while memories are fresh and write down what to change.