"What a great weekend! How long does it take KTA to pull off a weekend like this?" was a frequent refrain as folks exited the Summit Inn for their final activity during Spring Hiking Weekend in the Laurel Highlands. Here's the answer.

KTA's spring and fall hiking weekends have been signature events since KTA started in 1956. According to our records, spring 2020 was the only time one of these weekends didn't take place. These weekends help us achieve our mission of providing and promoting hiking opportunities throughout Pennsylvania. This year, nearly 40% of attendees said it was their first event with KTA. Attendance this year nearly doubled from two years ago, with 200 attendees.

I joined the KTA staff in 2024 and began tracking program hours to help me figure out how to map out planning timelines. This Spring Hiking Weekend took 470 hours of planning, execution, and program wrap-up.

Planning starts two years in advance with grant writing and finding a program partner, like Go Laurel Highlands, to work with. Next are site visits to lodges to check out accommodations and discuss meal plan options. From there, it's a matter of finding program partners to help lead events (41 this year). Partners submit their ideas, write Emergency Response Plans for their activities, scout and map their trails, attend two virtual planning meetings, and work to publicize their events through their networks. Our program partners are amazing at doing a lot of legwork to ensure successful activities!

Then there's permitting. Activities that take place on DCNR, State Game Land, or federal lands require permits. When submitting permit applications, KTA must outline risk mitigation steps, map out routes for each activity, explain how we'll adhere to Leave No Trace best practices, share participant caps per activity, and provide a certificate of insurance from our insurance company. Once permits have been granted, KTA can open registration and begin advertising the weekend.

While waiting for permit approval, Haley Feaster, Manager of Communication & Partnerships, creates promotional materials to distribute to PA Welcome Centers, lines up interviews with local papers (four for Spring Hiking Weekend 2026), and creates a website for the event. When I have the registration page ready, she links it to the website so we can go live with the event as soon as permits are granted.

Once registration opens, the workflow shifts to answering registrants' questions about the weekend. Two weeks before the event, activity leaders receive their final participant counts so they can prepare accordingly. Checks are cut to outfitters, and initial payments are made to banquet facilities. Spreadsheets are created for meals, and the chef checks in about all dietary restrictions to ensure everyone has good food to eat.

Once the event kicks off, the fruits of the labor are evident. Participants having a good time, activity leaders knowing who they're looking for, injury-free outings, meals everyone can eat, and satisfaction with lodging are signs of success. Keynote speakers provide us with a better sense of where we are, and the photographs everyone shares give us a chance to revel in each other's joy.

After everyone drives home, the event is nearly over. Each event closes out with surveys from participants and partners to help assess what we're doing well and where we can improve. The staff will have a debrief meeting, as will all of the program partners. Thank you notes are mailed to those who led events, and final invoices are paid.

The adage that many hands make light work is true--44 volunteers and 6 staff to be exact. With program planning already underway for Keystone Hiking and Outdoor Weekend 2026 and Spring Hiking Weekend 2027, we're excited to keep building on the momentum of this year's event. Thank you to everyone who lent a hand and joined us in the Laurel Highlands. If you couldn't join us this spring, come join us at a future event. We can't wait to get outside with you! ~ Kate Prisby, KTA Manager of Events and Programs