How to plan & lead a day hike
The Complete 15-Step Playbook for Running a Transformative Hiking Event
“Wait. Hiking? How complicated can taking people on a hike actually be?”
I get it. On the surface, a hiking trip sounds simple. Pick a trail. Gather some people. Walk up the mountain. Walk back down. What could possibly require 14 steps of planning and preparation?
Here’s the reality: Wilderness can turn a simple hike into a crisis faster than you can imagine.
Picture this. You’re leading a group of six people on a trail you know well. A beautiful mountain day. Everyone’s in good spirits. Then, halfway up, one person rolls their ankle stepping off the trail. They can’t put weight on it. You suspect it might be broken.
Or this: You’re in the Colorado Rockies (where thunderstorms come in from nowhere). The sky was clear 20 minutes ago. Now lightning is striking the ridge above you, rain is pouring down, everyone’s soaked through, and the creek you crossed this morning is now a rushing torrent swollen from the runoff.
Or this: Your group stretches out as people hike at different paces. The slower group loses sight of the faster group. Worse—they take a wrong turn at a trail junction. Now you have a separated group, darkness coming, and two groups of people who don’t know where each other are.
Any of these scenarios can turn a day hike into a medical emergency, a search and rescue situation, or worse. And they all can happen in hours. Maybe minutes.
This is why I’m writing this guide. Not because hiking is inherently dangerous, but because taking people hiking as a church representative is fundamentally different from taking friends on a casual hike.
Why “Hope for the Best, Plan for the Worst” Isn’t Optional
When you take friends hiking, you hike with people you know. You have implicit understanding of their fitness levels, their decision-making, their vulnerabilities. You’re responsible only to them.
When you lead a church hiking trip, everything changes.
You’re representing your church. You’re representing Jesus. You’re responsible for people you may not know well—their fitness, their medical conditions, their judgment. You’re liable if something goes wrong. You’re accountable to the church leadership, to the participants’ families, and ultimately to God for their safety and well-being.
This isn’t paranoia. This is professionalism. This is stewardship of the trust people have placed in you and in your church.
“Hope for the best, but plan for the worst.”
This is the philosophy behind every step in this guide. We assume the best about our participants and our circumstances. But we prepare for the worst. We plan for injuries, bad weather, separated groups, medical emergencies, and decisions that need to be made in a crisis.
The 1
5 steps that follow aren’t bureaucratic overhead. They’re the difference between a recreational hike and a responsible ministry activity. They’re how you represent your church and Jesus well, even when (or especially when) things go wrong.
Step 1: Figure Out Where and When You Want to Go
Start with yourself. Where do you want to hike?
This sounds obvious, but it’s critical. If you pick a trail just because you think it’s “safe for beginners” or “popular with groups,” you’ll communicate that through every conversation. But if you pick a trail you genuinely want to hike—one that excites you, that you’ve been wanting to revisit, that has personal meaning—that enthusiasm becomes contagious.
Your energy about the hike directly affects participation. People feel the difference between “I’m leading this hike because it’s my job” and “I’m leading this hike because I love this trail and I want to share it with people I care about.”
Next, check the calendar. Look at your own availability and the ministry calendar. Avoid conflict with major events. Pick a date that gives you adequate planning time (at least 4-6 weeks out for a new hike). If you are part of a multi-sport church based adventure ministry, make sure no other group that would also be recruiting from the same group of people has a trip planned (like a camping trip with hiking being a significant part of the weekend).
Finally, think seasonally. A summer hike at 10,000 feet is impossible in winter. A trail that’s underwater in spring is fine in August. A desert hike is unbearable in July but perfect in October. Know your terrain and match it to the season. Also research what weather patterns are typical for that season and location. Afternoon thunderstorms in the Rockies? Know that before you pick your start time. Flash flood risk in slot canyons? Know that before you pick that trail in spring runoff season.
The best hikes are the ones where you, the leader, are genuinely excited about where you’re going—and knowledgeable about what could go wrong there.
Step 2: Put a Detailed Plan Together
Don’t wing this. A detailed plan prevents disasters and allows you to respond to problems from a position of knowledge rather than panic.
Start with logistics:
Meeting location: Pick a spot near the trailhead—ideally a parking area with a bathroom, gas station, and convenience store nearby. People will need to use the restroom before heading to the trailhead. Some will have forgotten water and need to grab bottles. A few will arrive slightly early and want coffee. Make this easy on them.
Thinking about Carpooling? Think again: Our ministry’s insurance does not cover carpooling. Why? Because if our ministry’s representative (think volunteer) puts a person or several into someone’s car and that driver has an accident with injuries; and an investigation uncovers that the driver either has a history of accidents or has been negligent in maintaining his car brakes, then your ministry can be found partially responsible for the injuries. So we tell our leaders to tell the participants that if they want to carpool with others then they can personally ask to share rides or offer rides - but as the leader, you need to not be in the middle of it. You can, though, recommend that if someone else is giving you a ride, it would be nice if you offered to donate some money to the driver to help with gas (maybe $8-$10 per hour of driving time).
Recent trail knowledge: Hike the trail yourself in the last few months. Don’t rely on memory or online descriptions from years ago. Things change. Trees fall across trails. Mudslides close sections. Fire damage reshapes the landscape. A recent personal hike means you know current conditions and can answer participant questions with confidence. It also means you know where the dangerous sections are, where people commonly get injured, where water crossings might be difficult, and where someone slower might struggle.
Check for trail closures or hazards: Search online before posting the event. A trail that was damaged by wildfire, closed for restoration, or in the news for a lost hiker needs to be either avoided or discussed with participants upfront. Also research what hazards might exist: wildlife (bears, mountain lions), venomous snakes, poisonous plants, exposure/cliff edges, water crossings, altitude considerations, or historically difficult sections.
Group size limits: Determine a maximum. Fifteen people is ideal for building community—large enough to feel like a group, small enough for meaningful conversation and manageable safety. Consider permit limits (Desolation Wilderness allows 12 per group). You might account for last-minute cancellations by accepting registrations 20% beyond your ideal number.
Difficulty rating: Be honest and specific. “Beginner” is vague. “4 miles, 800 feet elevation gain, mostly gradual with one steep 0.5-mile section at mile 2.5 with a narrow trail on a hillside that could induce a fear of heights” is precise. This clarity helps people self-select appropriately and prevents someone from signing up for a hike they can’t handle. Believe me, you don’t want people on a hike that shouldn’t be there.
Restrictions or requirements: “No children under 16 without a parent” or “Previous hiking experience required” filters participants appropriately. Better to set these upfront than to deal with an unprepared person on the trail who slows the group, gets injured, or makes poor decisions.
Costs and logistics: Are there trailhead fees? Toll roads? Parking costs? Parking permits? State how much and what to bring.
Specific warnings: “This hike includes a 40-foot cliff edge with exposure—not for people with fear of heights.” “Poison oak is present along this trail.” “We’ll cross a creek; bring extra socks or be prepared for wet feet.” “This trail is at 10,000 feet elevation; if you’re not acclimated, you may experience altitude sickness.” “Afternoon thunderstorms are common in this area during summer; we’ll start early and be off ridges by 2pm.” These aren’t scare tactics; they’re honest information that allows people to make informed decisions and prepares them for what they’ll face.
Don’t take Strangers: “What?” you say, “Then how do we reach new people?” What I mean by this is that if someone signs up for your event that you don’t know (they are a stranger to you), then make them not a stranger by calling and talking with them on the phone or asking them to meet you before the service at church next week. By initiating personal contact, you will solve multiple potential problems: #1) You will be able to get a feel for this person’s ability to do the hike they are signed up to attend; #2) This decreases drop-outs. It’s easy for a person who signed up with a new group in which they don’t know the leader or anyone else in the group to drop out at the last minute and just not show up. If you the leader made an effort to befriend them, they will be less likely to just not show up without letting you know; and #3) You just showed them that you and your group are different than most “Meet-ups”. You care enough about people to make time to meet with them before the hike. This is a huge step for representing Jesus well!
Packing list: Create a detailed, season-specific list. Include water requirements (100 ounces minimum for most hikes), snacks, extra layers, medications, first aid basics. Make several pre-written packing lists so you can reference “Packing List #3: Summertime 8-Mile Hike” without rewriting each time.
Leader packing list: You’ll carry more than participants. Radios, comprehensive first aid kit, map and compass, extra water, energy bars, emergency supplies, liability waivers, camera, BAS signage. More on this in Step 8.
Devotional selection: Pick a short spiritual thought in advance. At the destination, read it to the group. Keep it brief (2-3 minutes), avoid churchy language, connect it to the experience of the hike or creation. This becomes the spiritual bookend to the physical journey. Need some ideas for this? Check out some of the devotionals posted on this Substack page (@adventurepastor). Oh, and even if you are used to holding hands when you pray with people at church, don’t mandate this on an event where there are some people who may not be comfortable with this.
Step 3: Recruit a Co-Leader or Two
Never lead a hike alone.
A co-leader allows you to manage the group better (one at front, one at back), keep someone accountable if an emergency happens, and model the kind of servant leadership you’re trying to build. If something goes wrong—someone gets injured, a group gets separated, weather deteriorates—having another trained leader is the difference between managing the crisis and losing control.
Recruit someone you work well with and who is appropriately skilled for the hike. They don’t need to be an expert—they just need to be trustworthy, communicative, capable of helping you manage the group, and willing to be the back of the line watching for stragglers.
This co-leader role is also where you develop emerging leaders. Someone leading their first hike as a co-leader might lead their own hike next season. This is your volunteer development pipeline.
Actually, have two assistant leaders if possible. If one hiker needs to turn back early for an emergency, then one of your leaders can walk that person back to their car and you still have a person at the back of the group while. you are at the front.
Step 4: Promote the Hike
Post details to your website, church calendar, App or where they are found at least a month in advance. Use your official calendar where people look for events. You may even decide to create a flyer for the event or post the hike in multiple places on Social Media. Just remember to have a way for people who are interested to contact you, the leader.
Include everything: exact trailhead address (in a map app format), difficulty and distance, elevation gain, departure and return time, weather considerations, what to bring, any restrictions or requirements, specific hazards or warnings, leader contact info, and cost (if any).
The timing of the public announcement matters. If you post it too early (more than 4-6 weeks out), people register but then forget by the time the hike happens—leading to no-shows. Post it early to your core community, collect registrations, and send follow-up texts if possible to remind them of the coming date. Texts are better than email as far more texts are read.
Also promote via:
• Church bulletin and website
• Social media (Facebook, Instagram)
• Weekend service announcements
• Email newsletters
• Personal invitations
Step 5: Train for the Hike
Make sure you’re in shape. As a leader, you’re expected to carry a heavier pack (extra first aid supplies, radios, emergency gear) and still be able to lead the group, set the pace, and respond to emergencies.
If the hike is particularly challenging, add a few training hikes or conditioning walks in the weeks before. You can’t fake fitness on the trail. Your ability to lead with strength and encouragement depends on you being physically prepared.
This also sets an example for participants: “If the leader is preparing for this hike, I should too.”
Step 6: Check Registrations & Waivers
Before the hike, verify:
• Everyone who registered is connected to your ministry or organization (or has the option to join)
• Every participant has signed a liability waiver to protect your organization
• You have emergency contact information for each person
• You know if there are brand-new participants (so you can plan a brief orientation)
• You have extra waivers printed for anyone who didn’t register but shows up
Step 7: Communicate with Participants
A week before the hike, post a friendly comment on organization’s website, calendar or social media. Two days before, send a text or email to all registered participants with:
• Reminder of exact meeting location and time
• Drive time if it’s a significant distance from the church
• What to bring (referencing the packing list)
• Any weather considerations or changes to the plan
• Your cell phone and co-leader’s number
Make sure people know they can call or text with questions. This communication is part of your preparation system—it ensures people show up ready.
Step 8: Prepare Yourself
The night before: pray, get good sleep, and lay out your pack.
Your leader pack should include:
• At least 3 two-way radios with fresh batteries and spare batteries
• Fully stocked first aid kit (blisters, cuts, sprains, allergic reactions)
• Map and compass
• Trekking poles
• Lunch and extra snacks
• Extra water bottle (beyond your own)
• Extra socks
• Rain poncho
• Survival kit (whistle, emergency blanket, lighter)
• Multi-tool
• Duct tape
• Cell phone with good battery
• Camera (probably your phone)
• Sign or flag or some way for people to find you at the meeting location
• Extra printed liability waivers
• “Opt Out” forms for anyone who decides not to complete the hike (these are used so that if a person just decides to drop out by themselves and hike back on their own, then they can sign that they are no longer your responsibility).
• Extra energy bars & electrolyte packets in case someone forgot theirs
This pack is heavier than participant packs. That’s intentional. You’re carrying the responsibility for the group’s safety and experience. You’re prepared for emergencies. This weight communicates: I’m ready for whatever comes.
Step 9: The Day of the Hike
Pray. Check the weather again—especially for sudden weather patterns that could be dangerous. Check your email and texts for last-minute messages. Double-check your pack. Leave early so you’re not rushing.
Arrive at the meeting location at least 15 minutes before the announced start time. Park your vehicle visibly and put out a sign or flag or something so people can find you.
Your presence, calm demeanor, and readiness set the tone for the entire day. People should see a leader who is prepared, capable, and in control.
Step 10: Welcome, Check-In & Orientation
As people arrive, greet them warmly. Ask their names. Check them in on your list. Collect emergency contact info if you don’t have it.
Give the co-leaders a radio and test them. Make sure they understand how to use it.
Collect any unsigned liability waivers. If anyone is unregistered but showed up, have them sign a waiver.
Once everyone has arrived and is ready, gather the group for the formal orientation at the trailhead. Cover:
Welcome & introductions: Introduce yourself and your co-leader briefly. Have each participant introduce themselves to the others. This 5-minute round-robin does two things: it starts building community immediately, and it gives you a count of the group and a chance to assess who you’re working with.
Brief Ministry overview: “We’re a Christian organization for everyone—we love having anyone and everyone participate. We’re a ministry of _____. We believe in ‘Transformation through Recreation in God’s Creation.’ Our motto is ‘God created the Earth—ride it, climb it, catch it, explore it, PROTECT IT.’ We offer over these other sports….” (Skip this if everyone is a veteran of your ministry.)
Medical conditions: Ask “Do any of you have a pre-existing heart condition, diabetes, foot/ankle/knee/hip issues, prescription medications, severe allergies or any other medical condition that could affect you on today’s hike? You can tell me privately if you prefer, but I need to know. This helps me be prepared if something happens.” This isn’t to exclude anyone—it’s to be prepared for medical emergencies.
How today will work: “Stay between my co-leader and me. We have radios and will stop when needed. Let’s not constantly stop for photos—take them quickly and keep up. Try to get to know new people; ask about family, career, where they’ve hiked before. But don’t talk on long steep hills when you’re out of breath! Practice Leave No Trace principles. If you see horses, step off the trail, take off your pack, and talk calmly to the riders. We’ll take a lunch break together. Take care of your feet—if you feel any blisters starting, let us know and we’ll help with duct tape or moleskin. You should have plenty of water, snacks, lunch, extra layers, and any medications you need. This is important, YOU ARE RESPONSIBLE FOR THE PERSON BEHIND YOU. Let me say that agin. You are responsible for the person behind you. If you come to a junction or “Y” in the trail don’t go through it until you have made eye contact with the person behind you so you know that they know which way you went. If we all do this, we will never lose anyone. If you do get separated like if the person in front of you did not stop and watch for you at a junction, stop and wait—don’t keep hiking. We will come back and find you. If you guess wrong and take a wrong trail that will make the situation way worse!”
Opening prayer: “As a ministry, we like to begin our hikes with prayer. I’m going to pray for our day—for safety, for good conversation, for fun, and for us to experience God’s creation together. When we get to our destination, I’ll share a short devotional. For now, let’s enjoy getting to know each other on the trail.” Keep it short. Use conversational language, not “churchy” words. Don’t ask for a circle or hand-holding; just pray while standing naturally.
Ask everyone to use the bathroom, lock their vehicles, grab their keys, and meet back at the trailhead in 5 minutes.
Step 11: Starting the Hike
Head count. Make sure everyone is present and accounted for.
TAKE A GROUP PHOTO. Have everyone spread out so you can see each person and what they are wearing. Share this photo with your co-leaders right away. This photo will be crucial if a person gets lost and Search & Rescue has to be called. You will be able to give this photo to them and now they know exactly what the person who is lost looks like and is wearing. Also, it gives you and your organization a great memory of who went on the hike!
You lead out at a moderate pace, setting the tempo. Check in regularly with the group. Watch for anyone struggling with the pace or fitness level. This first 20 minutes tells you a lot about the group’s capability. Adjust pace if needed.
Your co-leader should position themselves at the back, ensuring no one is left behind and helping stragglers keep up. They’re also your eyes on who might be struggling physically or emotionally. Check in regularly with the radios to ensure the group is doing well.
Step 12: During the Hike
At a logical rest stop (perhaps halfway there), call a blister check: “Does anyone feel any sore spots or hot spots on their feet?” Stopping a blister before it forms is way better than managing one that’s already there. Have moleskin, duct tape, or my favorite, Leukotape P Rigid Medical Tape ready.
Also do a water and food check. “Is everyone staying hydrated? Are people snacking along the way?” The number one cause of problems on hikes is dehydration. Better to snack frequently than to wait for a big meal later.
Remind the group to hike with new people and practice conversation. Ask questions: “Where did you grow up? What’s your family like? What do you do for work?” Connection is the point.
Watch group dynamics constantly. If someone seems to be struggling, check in privately: “How are you doing? Are you okay to keep going, or do you need to adjust?” Use your radios to stay in constant communication with your co-leader. Not everyone will make it to the destination, and that’s okay. The goal isn’t summit-at-all-costs; it’s building community and keeping everyone safe.
Step 13: At the Destination
Let people catch their breath. Get water and snacks in them. Take time to enjoy the view and the accomplishment.
Gather the group and read the devotional you prepared. Keep it 2-3 minutes. Connect it to the hike experience or the creation around you. Avoid heavy theology; let the landscape speak.
Take photos. Encourage people to take photos. This is the moment people will remember forever.
Step 14: Head back on time
At the proper time, the planned time, start the group on their way back. Do not stay past your determined turn-around time. You must have time to get back with a buffer before dark. More accidents happen on the way back or the way down than on the way up. Repeat your stop half-way back and again check for blisters, hydration, food, etc.
If you had been going uphill on the way in and it is now downhill the whole way back, have people tighten their shoes so their feet don’t slide forward in their shoes ensuring that they will lose toenails as a memory of this trip.
Step 15: The Post-Hike Experience & Follow-Up
When you return to the parking lot, gather the group for a brief post-hike meeting. Thank them for coming. Ask:
• “If you borrowed any equipment, please return it now.”
• “If you enjoyed this, share your photos on Facebook and Instagram and invite friends to join us next time, and if you don’t mind, text the best ones to me.”
• “If you’re interested in volunteering or leading with our ministry, let me know.”
• “If you don’t have a home church, consider visiting ours, we are open weekends.”
• “Would anyone like to grab a meal or a snack a place on the way home? People often want to extend the community—if you go, you’re just one of the group, not the official leader.”
Closing prayer: “Let’s thank the Lord for the day, for new friends, for safety, and for His creation.” Keep it short.
Before everyone leaves, check on each driver. Make sure their vehicle starts. Make sure they didn’t lose their keys (yes, this happens). Don’t leave a lone person in an empty parking lot by themselves. Wait for them to drive away.
Within 48 hours:
• Post a thank-you comment on the website or the ministry social media, thanking everyone for attending and asking them to share photos
• Post your own photos
• Personally text or email anyone who was new to the group, thanking them and inviting them back
• Fill out the post-trip evaluation form (documents available to leaders)
• If anything noteworthy happened (good or bad), notify the ministry director immediately
Why This Process Works
These 15 steps might seem like a lot. But they’re not bureaucracy—they’re a proven system for creating transformative experiences while keeping people safe.
The planning steps (1-8) ensure you’re prepared for problems before they happen. No surprises. No chaos. You’ve thought through the terrain, the weather, the hazards, the medical concerns. You’ve equipped yourself to handle emergencies.
The execution steps (9-14) create the actual experience—community-building, spiritual conversation, physical challenge, natural beauty, shared accomplishment. And throughout, you’re managing for safety.
The follow-up (15) extends the relationship beyond the hike. It signals to people that they mattered. That the hike wasn’t a one-off; it’s part of ongoing community.
Together, these 15 steps transform a simple outdoor activity into ministry—and they keep people safe while you do it. When something goes wrong (and inevitably, something will), you’re prepared. You’re not scrambling. You’re responding from a position of preparation.
The Real Return on Investment
You can measure a successful hike in several ways:
Repeat participation: People come back. They tell friends. Your second and third hikes have stronger registration than your first.
Volunteer emergence: People who came as participants start asking if they can co-lead. This is your pipeline for scaling the ministry.
Spiritual conversations: People mention how the hike changed their perspective on God or faith. They talk about how being in nature shifted something in them.
Unchurched attendance: Non-Christian friends show up. Some later visit church. Some start asking spiritual questions. The hike was their entry point.
New friendships: People who met on a hike text each other, go out for coffee, hike together again. The casual friendship becomes real friendship. This is the 200+ hours of recreational time that builds best friends.
The Bottom Line
A hiking trip can look simple. And it is—on the surface.
But when you’re representing your church and Jesus Christ, when you’re responsible for people’s safety and spiritual growth, when you’re entrusted with their vulnerability in the wilderness—that changes everything.
“Hope for the best, but plan for the worst.”
Follow these 15 steps. Be prepared. Communicate clearly. Create community intentionally. Build in spiritual moments naturally. Follow up genuinely. Manage for safety constantly.
Do this, and you’ll run hikes that change how people think about faith, community, and their place in God’s creation.
And they’ll come back. Again and again. Safe. Connected. Transformed.
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About the Author:
Greg Weisman led many hiking trips over 25 years as founder of Bayside Adventure Sports. He’s tested, refined, and perfected the systems in this guide through real experience in the field, including managing the unexpected emergencies that inevitably arise in wilderness settings. Learn more at his Substack Page.