How to organise a charity glow walk

A glow walk is one of the simplest fundraising events to run. There is no timing equipment, no stage and no catering beyond a hot drink. What it needs is a safe route, enough volunteers and a few weeks of steady preparation. These ten steps are in the order you should do them.

1. Decide what you are raising money for

“For the hospice” is a cause. “To pay for a year of the night sitting service” is a reason to sponsor someone. Pick the most specific thing you honestly can, and agree a target. Use the glow walk planner to see how many walkers that target needs.

2. Form a small team

Five roles cover almost everything:

• Lead organiser: owns the timeline and the decisions.
• Route and safety: the route, the risk assessment, first aid.
• Money: budget, sponsorship collection, the final count.
• Volunteers: recruiting and briefing marshals.
• Promotion: sign-ups, posters, local press, photos.

One person can hold two roles. Nobody should hold four.

3. Choose a date by the sunset

Look up the sunset time for your location on the dates you are considering. You want a start between about 6 pm and 8 pm, roughly half an hour before sunset. In most temperate places that means spring or autumn. Check it does not clash with a big local event, a school holiday or a major match.

4. Find the route

Off-road, well surfaced, wide enough for people to walk three abreast, and ideally a loop that starts and finishes in the same place. Parks, seafronts, towpaths, school grounds and closed estates all work. Walk it at dusk before you commit. Route planning covers this in detail.

5. Get permission

Ask the landowner first, in writing. Then tell your local authority’s events team what you are planning; many areas have a safety advisory group that reviews public events. Ask whether you need a licence for collecting money, playing music or closing a path. Rules differ a great deal between countries and councils, so ask rather than assume.

6. Write the risk assessment and arrange cover

List what could go wrong, how likely it is, and what you will do about it. Arrange public liability insurance, or confirm in writing that your charity’s policy covers the event. Book first aid cover appropriate to your numbers. The night walk safety checklist is a starting point.

7. Set the budget and the entry fee

List every cost: lights, insurance, first aid, signs, toilets, refreshments, printing. Find sponsors for as many as you can. Decide whether walkers pay an entry fee, raise sponsorship, or both. See charity walk budget.

8. Open sign-ups and promote

Open registration at least six weeks ahead. Give every walker a sponsorship form or a link, and a target number of sponsors. Promote locally and often. How to promote a charity walk has a week-by-week plan.

9. Recruit and brief the crew

You need a lead walker, a back marker, a marshal for every junction and crossing, a registration team and someone in overall control with a phone that works on the route. Brief them in writing and again in person. See marshals and volunteers.

10. Run the night, then say thank you

Walk the route that afternoon. Start on time. Count walkers out and count them back in. The next morning, send photos and the total so far to everyone who took part. A week later, send a reminder about sponsorship. Most of the money arrives after the event, and a good thank-you is what brings it in.

One page beats ten. Put the date, route map, timings, phone numbers and who does what on a single sheet and give it to every volunteer.