I have planned hundreds of backpacking trips. Many have been personal outings, ranging from long weekends in nearby destinations to multi-month thru-hikes in faraway places. The rest have been guided, when I’ve been accountable to paying clients.

To maximize my working efficiency and to prevent oversights when getting backpacking trips out the door, I use a trip planning checklist — a spreadsheet, actually — of tasks that must be completed before I go.

This list represents the outer limit of things that can or must be done. If my trip is local, for example, I need not book airfare or a rental car. And for areas where I backpack regularly, it’s not as critical that I research the conditions and create a gear list prior to each trip.

Several of these tasks are quick and easy, but others like food preparation and gear lists can involve substantial time.

Stocking up on bear spray in Fairbanks prior to running four guided trips in the Brooks Range

Trip parameters

Basics

Settle on a location, trail, or route

Block out dates and clear the calendar

For the group, if not going solo

Determine the trip style, in terms of hiking versus camping

Logistics

Secure trailhead or campsite permits

Coordinate travel plans with group members

Book airfare

Book ground transportation

Book pre-trip lodging

Book post-trip lodging

Gear

Research likely environmental & route conditions

Create a gear list

Acquire all necessary gear

Update settings for satellite-enabled devices (e.g. SPOT, inReach)

Wash, renew, and repair gear, fabrics, and insulations that need it

Check and possibly charge batteries, e.g. camera, smartphone, headlamp, GPS watch, satellite communicator, backup charger

Insert an empty memory card into camera

Food & supplies

Plan breakfasts, dinners, and snacks

Purchase food

Prepare and package food

Assemble first aid, foot care, and repair kits

Purchase stove fuel*

Purchase bear spray*

Maps

Finalize the intended route

Create or collect necessary guidebooks, databooks, and maps

Load digital files (e.g. GPX, topo maps) onto GPS or smartphone

Shut down the house

Add vacation message to email and voicemail

Backup computer files

Water plants

Pay bills

Forward mail (for a long trip)

The final pack-up

Food

Gear

Permits, maps, guidebooks, databooks

Park pass

Perishable food items, e.g. avocados, cheese, butter*

Personal items: fresh clothes, flip-flops, toiletries, electronics and chargers, e.g. phone, laptop, tablet, e-reader, driving GPS

Water and food for pre-trip consumption

Leave itinerary with emergency contacts

* Do not purchase these items until you’re on-site, since they can’t be carried onto a plane or even checked.