Car-Free Day Checklist

A car-free day needs more than closing a few streets. You need a confirmed date and programme, an approved traffic plan, clear emergency access, staffed posts, and activities that are ready on time. Start with permits and road closures, then arrange volunteers, equipment, communications, and deliveries. This checklist helps you see what must happen first, what is easy to overlook, and what to verify in the final week before the streets close.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Check traffic plan
2 people
Determine closing points
2 people
Check the emergency services route
2 people
Collect permit documents
Confirm venue arrangements
Plan material deliveries
Publish the program online
Send invitations
2 people
Distribute neighborhood letter
3 people
Process registrations
Collect dietary requirements
Register volunteers
2 people
Staff traffic posts
Register activities
Make reservations
Order traffic signs
Design print materials
Have flyers printed
Distribute flyers
4 people
Create volunteer schedule
2 people
Print contact list
Inventory materials
2 people
Check route signs
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Remind Neighbors

Event

Set up traffic signs
6 people
Set up barriers
6 people
Place detour signs
4 people
Check emergency access
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up the information desk
2 people
Set up the catering counter
4 people
Set out activity materials
4 people
Test audio and microphone
2 people
Hang up route signs
3 people
Place trash bins
2 people
Make coffee and tea
2 people
Display snacks
3 people
Welcome volunteers
2 people
Brief volunteers
2 people
Staff the info desk
2 people
Staff traffic posts
6 people
Staff catering desk
4 people
Welcome visitors
3 people
Announce the program
Guide the bike route
4 people
Guide the walking route
3 people
Supervise children's activities
4 people
Hand out information materials
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check sanitary supplies
Dismantle traffic posts
6 people
Support the evening program
3 people
Turn on lighting
2 people
Inform last visitors
2 people
Close catering
3 people

Aftercare

Dismantle tables and chairs
5 people
Take down party tents
6 people
Turn off the sound
2 people
Remove traffic signs
6 people
Remove barricades
6 people
Clean up waste
6 people
Sweep the street
4 people
Wash dishes
3 people
Empty the coolers
2 people
Pack leftover food
2 people
Clean materials
3 people
Conduct the final venue check
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Store route signs
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
High tablesqty 4
Tablecloth setsqty 10

Traffic and safety

Crowd control barriersqty 20
Traffic conesqty 30
Traffic signsqty 12
Detour signsqty 8
Warning Lightsqty 12
Safety vestsqty 20
Flashlightsqty 8
First aid kitsqty 2
Walkie-talkiesqty 8
Duct tapeqty 6
Cable tiesqty 200

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Batteriesqty 48

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Reusable cutleryqty 150
Serving spoonsqty 8
Pliersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice packsqty 30
Cutting boardsqty 4
Bread knivesqty 4
Measuring cupsqty 2
Serving plattersqty 12
Storage binsqty 20

Activities

Sidewalk chalkqty 20
Skipping ropesqty 10
Hula hoopsqty 10
Soft ballsqty 12
Traffic matqty 2
Coloring pagesqty 150
Colored pencil setsqty 20
Bike pumpsqty 3
Bike repair kitsqty 2
Bike helmetsqty 10

Information

Info boardsqty 6
Information leafletsqty 500
Route mapsqty 300
Name stickersqty 200
Markersqty 20
Clipboardsqty 6
Pensqty 30
Tapeqty 10

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 4
Spongesqty 12

Catering

Groceries

Tips

Set the traffic plan before publishing the programme. Mark every closing point, diversion, emergency-services route, traffic post, barrier, cone, and sign, then check that each post has a named volunteer.
Allow at least two weeks for invitations, the neighbourhood letter, flyers, and online programme updates. Include registration details and collect dietary requirements before ordering or preparing food.
Create the volunteer schedule after registration closes, with separate cover for traffic posts, activities, deliveries, and information points. Print a contact list and give key coordinators walkie-talkies or a reliable backup contact method.
Check deliveries against the route plan, not just against the inventory. Count barriers, cones, traffic and detour signs, warning lights, safety vests, first aid kits, flashlights, batteries, and cable ties before setup day.
Check the weather forecast 48 hours before the event and confirm the final setup plan. Test battery-powered speakers, wireless microphones, lighting, power banks, and extension cords, and keep tents and tables available where the programme requires them.

Frequently asked questions

How far in advance should I plan a car-free day?: Start the traffic plan, permit paperwork, and emergency-route check at least 8 to 12 weeks before the event. Use the final 2 weeks for registrations, volunteer scheduling, printed materials, and equipment checks.
What should be checked before closing the streets for a car-free day?: Confirm every closing point, diversion, traffic post, barrier, cone, traffic sign, detour sign, and warning light. Check the emergency-services route again on the day and assign a named person to each access point.
How many volunteers do I need for a car-free day?: Plan at least one volunteer for every staffed traffic post, plus separate people for activities, deliveries, information, and coordination. Final numbers depend on the route and programme, so make the schedule only after registrations are processed.
When should I check the weather for a car-free day?: Check it 48 hours before the event and again on the morning itself. Use that window to confirm tents, lighting, power arrangements, programme changes, and any extra protection needed for materials.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.