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How to Organise a Challenge Walk - Appendices


Appendix A - Requirements for events

For an Event to be supported and publicised by the LDWA, the following requirements, which are considered in greater detail in these Guidelines, must be fulfilled:

  • the event is mainly cross-country
  • the event is not advertised as a race and the emphasis is on walking rather than jogging or running.  Any event under UKA or TRA rules is considered to be a race.
  • there may be several routes, but at least one is 20 miles or more in length
  • there must be at most 500 starters
  • the event does not require entrants to obtain sponsorship
  • the event is organised with due regard to safety
  • the event is organised with due regard to the environment
  • the event is organised with due consideration for the local community and landowners
  • the event complies with current legislation, in particular Adventure Activities Licensing Regulations
  • there is adequate public liability insurance cover
  • a risk assessment has been conducted in respect of the event
  • all entrants sign a declaration that they will observe the rules of the event and obey the Country Code
  • written consent of a parent or guardian is obtained for entrants under 18 years of age
  • the entry fee is reasonable given the support and facilities provided
  • the event finances are conducted in a proper manner
  • the event is organised in a manner consistent with the Aims and Objects of the LDWA

Appendix B - Code of practice for events

Natural England, English Sports Council and the Environment Agency have proposed the following Code of Practice for outdoor events (see 'Sporting and Challenge Events in the Countryside', Appendix I).

  • Plan early
  • Consult widely
  • Get permission well in advance
  • Avoid inappropriate dates and locations
  • Avoid sensitive landscapes, habitats and archaeological sites
  • Respect the needs of landowners, farming and forestry
  • Arrange enough insurance and contingency cover
  • Limit the number of people entering to an appropriate level, and brief entrants thoroughly
  • Remove litter, event markers and signs straight after the event
  • Acknowledge all the co-operation you have received.

Appendix C - The Country Code

  • Enjoy the countryside and respect its life and work
  • Guard against all risk of fire
  • Fasten all gates
  • Keep your dogs under close control
  • Keep to public paths across farmland
  • Use gates and stiles to cross fences, hedges and walls
  • Leave livestock, crops and machinery alone
  • Take your litter home
  • Help to keep all water clean
  • Protect wildlife, plants and trees
  • Take special care on country roads
  • Make no unnecessary noise

Appendix D - Walk planning timetable

This timetable gives a very rough indication of when various tasks need to be done when organising a new event.

ActionSmall event (up to 150)Large event (150 to 500)
Decide on date and area 8-15 mths 12-36 mths
Form organising committee 8-15 mths 12-36 mths
Find and book HQ 8-15 mths 12-36 mths
Prepare budget, seek sponsorship 8-15 mths 12-36 mths
Discuss event with key landowners, authorities and police 8-15 mths 12-36 mths
Plan route, locate possible checkpoints 6-9 mths 8-18 mths
Agree rules, prepare entry forms, details sheets, publicity 5-8 mths 6-12 mths
Print entry forms, posters, etc 4-7 mths 5-8 mths
Advertise in magazines and elsewhere 2-9 mths 2-12 mths
Book radio communications, first aid 4-6 mths 6-12 mths
Check insurance cover 4-6 mths 6-12 mths
Complete detailed route and checkpoint planning and booking, obtain any written permissions from landowners 3-6 mths 4-10 mths
Arrange transport, book minibuses 2-4 mths 3-6 mths
Write route description 3-6 mths 4-9 mths
Recruit helpers and marshals 1-4 mths 3-8 mths
Design and order badges 3 mths 3 mths
Prepare artwork for certificates, checkcards, etc. 1-3 mths 3-4 mths
Distribute entry forms 1-6 mths 1-8 mths
Receive and acknowledge entries 1-6 mths 1-6 mths
Contact local press and radio 2 mths 2 mths
Prepare checkpoint briefing notes, procedure notes equipment and food lists and distribute to marshals 2-8 wks 1-3 mths
Check route description carefully, print route description 2-8 wks 4-8 wks
Send out route description and/or final details (if any) 2-8 wks 4-8 wks
Print certificates and checkcards 2-8 wks 4-8 wks
Commence purchase of food and drink 2-4 wks 4-6 wks
Marshals' walk, check route for late changes 2-8 wks 4-8 wks
Final information to police, landowners, etc., reminder to press 1 wk 1 wk
Prepare checklists of entrants 1 wk 1 wk
Final committee meeting, officials' briefing, final checks of accommodation and equipment 2-7 days 2-7 days
Prepare walk HQ Pre evening / On day Pre evening / On day
Put up signs, notices, waymarks On day On day
Put on event On day On day
Remove signs, litter, waymarks, etc. On day / Day after On day / Day after
Send out press reports + 1-2 days + 1-2 days
Write letters of thanks + 1-2 wks + 1-2 wks
Obtain outstanding expense claims, pay outstanding bills + 1-2 wks + 1-4 wks
Hold debriefing meeting + 1-2 wks + 1-2 wks
Compile and send out event report and results + 1-2 wks + 1-2 wks
Finalise accounts, make donations + 1-4 wks + 1-3 mths

Appendix E - Marshals and helpers

A considerable number of people may be required to assist on a large event with many of the following jobs needing to be covered. For HQ and, perhaps, later checkpoints a shift system may be needed to allow for sleep. Some jobs, e.g. at the start or at early checkpoints, are short-lived and helpers can move on to other jobs such as transport or at the finish.

  1. HQ at Start
    • possible opening for overnight accommodation before the event
    • car parking
    • light catering (sometimes provided)
    • setting up HQ, furniture, signs, etc.
    • checkpoint supplies
    • registration
    • food preparation (e.g. making sandwiches)
    • entries on the day
    • enquiries and problems
    • kit check
    • sales
    • baggage
    • marshalling at start
  2. HQ during event and at finish
    • control
    • first aid
    • communications
    • baggage
    • recording finishers
    • certificate writing
    • catering (cooking, serving, table clearing, washing up etc.)
    • sales
    • clearing up (best to involve many people)
  3. Manned Checkpoints
    • recording and clipping checkcards
    • first aid
    • communications
    • baggage (for a 'baggage' checkpoint)
    • catering
  4. Other Support
    • setting up unmanned checkpoints
    • transporting retirees
    • setting up temporary waymarking
    • road marshalling
    • transporting baggage
    • kit checks en route
    • transporting food to/between checkpoints (usually done by checkpoint teams)
    • sweepers
    • opening and closing checkpoints

Appendix F - Checkpoint equipment

Checkpoints may vary from a well equipped school or hall to an exposed site in open country, and equipment requirements will vary. The following list indicates what might be required.

  1. Accommodation
    • tents or shelter giving cover to any or all of:
      • marshals
      • caterers
      • first aiders
      • walkers communications
      • off duty helpers sleeping
      • retired walkers
    • chairs and tables for the above
    • windbreak (especially for cooking)
    • campbeds/lilos/loungers
    • sleeping bags or blankets (retirees can get cold very quickly)
  2. Documentation
    • checkpoint briefing notes (with basic information about the checkpoints (see Section 4.2)).
    • checkpoint procedures (for checking walkers, retirements, transport, communications, opening and closing, etc. (see Section 4.2)).
    • checkpoint equipment lists (detailing equipment to be supplied by the event, by the marshals, and on site (see this appendix))
    • food checklist
    • copy of letter giving permission to use site
    • general event information including location of other checkpoints
    • event rules
    • spare route descriptions
    • list of checkpoint marshals
  3. Marshalling
    • list of entrants (numerical and alphabetical order)
    • checklists (numerical and chronological order)
    • grouping cards
    • clipboards
    • pens, pencils, orienteering punches
    • marshals' tabards, armbands
    • signs for inside and outside checkpoint or materials to make and erect signs (wood, card, paper, marker pens, insulating tape, sticky tape, drawing pins, string, hammer, nails, etc.)
  4. Catering
    • food and drink
    • gas cooker and spare full cylinders, spanner
    • urn/large pans (with lids) for heating water
    • kettles
    • tea pots
    • water containers (large)
    • smaller containers for ready mixed drinks
    • short hose for filling containers
    • flasks
    • tin openers
    • jugs
    • plates/trays/boxes for food
    • mugs/cups, cup rack
    • bowls (sugar, jam, butter etc.)
    • knives, forks, spoons
    • large knives for cutting and spreading
    • ladles
    • matches
    • bowls, buckets, detergent, scourers, tea towels, tissues, cling-film/foil for covering food
  5. Other
    • Tilley/Gaz lamps and spare fuel
    • torches for staff (with spare bulbs and batteries)
    • toilet paper
    • correct coins for meters and phone
    • mobile phone
    • rubbish sacks
    • bags for left over food
    • dogs' water bowl
    • first aid kit
    • clearing up kit (broom, mop, bucket, cloths, dustpan/brush, sponges)
    • plastic sheeting for floor (with tape)

Appendix G - Clothing and equipment for walkers

The list below gives typical clothing and equipment requirements for challenge walkers. Depending on the nature of the walk, the rules may require some items to be worn or carried by all participants. This list does not cover winter hill or mountain walking requirements, nor should it be regarded as a definitive list.

  • Adequate footwear (with adequate tread)
  • Waterproof top
  • Waterproof over-trousers
  • Jacket and/or extra sweater
  • Warm trousers (wool or thermal)
  • Warm hat (winter), sun-hat (summer)
  • Gloves
  • Rucksack
  • Compass (and know how to use it)
  • Map(s) and map case (or plastic bag)
  • Route description
  • Torch, spare batteries and bulb
  • Whistle
  • White/reflective patches for night walking
  • Emergency food e.g. chocolate bars
  • Water bottle or flask with drink
  • Mug
  • First aid kit
  • Survival bag
  • Telephone money or mobile phone
  • Sun cream
  • Pencil and paper

Appendix H - Useful addresses

  • Central Council of Physical Recreation (CCPR), Fourth Floor, Burwood House, 14-16 Caxton Street, London SW1H 0QT. Tel: 020 7976 3900. www.ccpr.org.uk.
  • Country Land and Business Association, 16 Belgrave Square, London SW1X 8PQ. Tel: 020 7235 0511. www.cla.org.uk
  • Countryside Council for Wales, Maes y Ffynnon, Penrhosgarnedd, Bangor, Gwynedd LL57 2DW. Tel: 0845 1306 229. www.ccw.gov.uk
  • Forest Enterprise (for district offices) 231 Corstorphine Road, Edinburgh EH12 7AT. Tel: 0131 334 0303. www.forestry.gov.uk
  • Long Distance Walkers Association, Membership Secretary, 54 Oakwood Drive, BINGLEY, BD16 4SL. www.ldwa.org.uk
  • National Farmers Union, Head Office, Agriculture House, Stoneleigh Park, Stoneleigh,
  • Warwickshire CV8 2TZ. Tel: 024 7685 8500 www.nfuonline.com
  • Natural England, Head Office, 1 East Parade, Sheffield S1 2ET. Tel: 0114 241 8920. www.naturalengland.org.uk
  • Natural England Publications, PO Box 1995, Wetherby, West Yorkshire LS23 7XX. Tel: 0870 120 6466. www.naturalengland.org.uk/publications
  • Ordnance Survey, Romsey Road, Maybush, Southampton SO16 4GU. Tel: 023 8079 2000. www.ordnancesurvey.co.uk
  • Radio Society of Great Britain, Lambda House, Cranbourne Road, Potters Bar, EN6 3JE. Tel: 0870 904 7373. www.rsgb.org.uk
  • Ramblers' Association, 2nd Floor, Camelford House, 87-90 Albert Embankment, London SES1 7TW. Tel: 0207 339 8500. www.ramblers.org.uk
  • Scottish Natural Heritage, Great Glen House, Leachkin Road, Inverness IV3 8NW. Tel: 01463 725000. www.snh.org.uk
  • Scottish Rights of Way Society, 24 Annandale Street, Edinburgh EH7 4AN. Tel: 0131 558 1222. www.scotways.com

Appendix I - Further reading

  • 'Strider' (Long Distance Walkers Association magazine, distributed to members 3 times a year)
  • 'Guidelines for Hundred Organisers' (Long Distance Walkers Association, privately distributed)
  • 'The Long Distance Walker's Handbook' edited by Brian Smith for the LDWA (A&C Black)
  • 'Know the Game - Challenge Walking' by Alan Castle (A&C Black)
  • 'The Challenge Manual' by Guy Newham (Wildernet Publishing, Salisbury, Wiltshire SP2 7DD)
  • 'Rights of Way: A Guide to Law and Practice' by John Riddall and John Trevelyan (Ramblers' Association)
  • 'Access Rights of Way, A Guide to the Law in Scotland' (Scottish Rights of Way Society)
  • 'The Rambler's Yearbook and Accommodation Guide' (Ramblers' Association)
  • 'Reporting Path Problems', 'Ploughed and Cropped Paths' and other leaflets are available by sending an SAE to The Ramblers' Association (address above)
  • 'Sporting and Challenge Events in the Countryside' (Natural England, English Sports Council & The Environment Agency, booklet ESC/768/2M/2/98)
  • 'Out in the Country - Where you can go and what you can do', 'A Guide to Definitive Map Procedures', National Parks leaflets, 'Areas of Outstanding Natural Beauty' and other leaflets are available free from Natural England Publications (address above)
  • 'Mountaincraft and Leadership' by Eric Langmuir (Scottish Sports Council and Mountain Leader Training Board)
  • 'First Aid Manual' (Authorised manual of the voluntary aid societies, published by Dorling Kindersley)
  • 'Adventure Activities Licensing Regulations 1996' (HSE Books, PO Box 1999, Sudbury, Suffolk CO10 6FS)
  • 'The Food Safety Act 1990 and You' (Food Sense, London SE99 7TT)
  • 'Child Protection Policy' (Sport England)

Appendix J - Example of a Safety Management Plan/Risk Assessment

Introduction

The Event Safety Management Plan for (name of Event) identifies the hazards and associated risks relating to the organisation of the event. It sets out the responsibilities for those managing these risks.

Event Format

A brief description of the event i.e. mileage, and terrain, whether circular, or linear. Who has organised the event, maximum numbers on event, progress monitored at checkpoints, disqualification details. Experienced sweepers. Whether entrants have been issued with walk details/Grid references?

Event Timetable

Time setting up, opening for car parking, registration, time checkpoint staff despatched to checkpoints, start time of event, time sweepers leave, approx time first runner/walker expected, time last walker must finish by.

Event Route

Start and finish location- car parking and domestic arrangements
A brief description of the route: is it public footpaths, bridleways and roads.
Checkpoints - how many, what is provided
Self Clips - numbers
Procedure for monitoring progress - recording entrants times etc

Identified HazardPeople AffectedRisk LevelControl Measures and Comments
General hazards at start/finish/HQ Entrants, marshals supporters, locals    
Parking issues Entrants, marshals supporters    
Extreme weather Entrants, marshals supporters    
Medical care Entrants    
Entrants - accident or lost way Entrants    
Entrants road traffic accident Entrants    
Theft Entrants, marshals supporters    
Catering issues Entrants, marshals supporters    
Dogs Entrants    

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