Climate march checklist: what to arrange and when

A climate march needs more than a date, route and a group of volunteers. You need permission for the march, a safety plan, traffic measures, clear route signs and a reliable way to communicate on the day. This checklist covers the work from recording the route and confirming speakers to briefing volunteers and checking the meeting point. Start early with permits and insurance, then move to registrations, promotion, equipment and the final on-site inspection.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Record route and date
3 people
Reserve meeting room
Apply for a permit
2 people
Check insurance
Prepare safety plan
3 people
Apply for traffic measures
2 people
Inspect the route on site
3 people
Check the Meeting Point
2 people
Confirm speakers
Finalize the music program
2 people
Recruit volunteers
3 people
Send invitations
3 people
Publish registration form
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Post social media messages
2 people
Send press release
Design route map
2 people
Design signs and boards
2 people
Make banners and signs
5 people
Order print materials
Reserve audio equipment
Reserve material transport
Assign volunteers
2 people
Prepare a volunteer briefing
2 people
Distribute contact list
Print the route map
2 people
Do the shopping
3 people
Check materials
3 people
Sort materials
4 people
Roll up and label banners
2 people
Pack volunteer bags
3 people
Check the weather forecast

Event

Mark off the assembly point
4 people
Set up tables and tent
6 people
Set up sound equipment
3 people
Connect power supply
2 people
Hang route arrows
6 people
Place banners along the route
6 people
Set up the registration table
3 people
Set up info table
3 people
Chill drinks
3 people
Prepare coffee and tea
3 people
Brief volunteers
4 people
Welcome speakers
2 people
Register participants
6 people
Explain the route and safety rules
3 people
Lead the welcome program
4 people
Take the lead position
5 people
Take up rear position
5 people
Support the climate march
12 people
Secure intersections
8 people
Inform participants along the way
6 people
Refill drinks
3 people
Serve snacks
4 people
Guide speakers
2 people
Host the stage program
3 people
Check the sound level
2 people
Collect waste during the event
5 people
Inform last visitors
3 people
Turn off the sound equipment
2 people
Collect banners
5 people
Take down tables and tent
6 people
Remove route arrows
6 people
Take waste to the collection point
4 people
Clean the grounds
6 people

Aftercare

Return materials
3 people
Return sound equipment
2 people
Clean reusable materials
3 people
Wash Dishes and Cups
3 people
Dispose of waste separately
3 people
Check route for damage
2 people
Return borrowed materials
2 people
Collect expense receipts
Send thank-you message
2 people
Archive photos and files
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 20
Tableclothsqty 8
Waste binsqty 12

Equipment

Wireless megaphonesqty 6
Portable speakersqty 2
Wireless microphonesqty 3
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12

Lighting

LED lampsqty 6
String lightsqty 4

Decorations

Bannersqty 12
Bannersqty 8
Paper flagsqty 300
Wooden protest signsqty 100
Cardboard platesqty 300
Route arrowsqty 40
Cable tiesqty 500
Masking tapeqty 12
Markersqty 30
Rolls of tapeqty 12

Tableware

Reusable drinking cupsqty 500
Reusable coffee cupsqty 200
Reusable platesqty 250
Reusable cutleryqty 250

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 8
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 20
Water jugsqty 8
First aid kitsqty 3
Flashlightsqty 8
Clipboardsqty 12
Pensqty 40

Cleaning

Hand broomsqty 4
Litter pickersqty 8
Bucketsqty 6
Cleaning clothsqty 30
Work glovesqty 24

Sports equipment

Vests for traffic marshalsqty 24
Rain umbrellasqty 12
Foldable stretchers

Catering

Groceries

Tips

Start with the route, date and permit process. Record the route before promoting the march, inspect it on site, and allow several weeks for permits, insurance checks and traffic measures.
Build the volunteer plan around specific positions, not just a total headcount. Assign people to the meeting point, route guidance, speakers, safety and material transport, then give everyone a written briefing before the march.
Test the sound setup at the actual meeting point. Portable speakers, wireless microphones, a mixer, extension cords and power banks are easy to reserve separately but may not work together without a full test.
Prepare route communication in two formats: a map for participants and physical arrows or signs for the street. Make banners and protest signs early enough to correct spelling, directions and safety messages before printing.
Set a firm deadline for registrations and dietary requirements. Send the final numbers to the catering and volunteer teams, and keep spare cups, plates and markers available for last-minute changes.

Frequently asked questions

How far in advance should I organize a climate march?: Begin at least 8 to 12 weeks before the planned date. Use the first weeks for the route, permit, insurance, safety plan and traffic measures; leave the final 2 weeks for promotion, printing, volunteer assignments and equipment checks.
Do I need a permit for a climate march?: In many places, a public march requires notification or a permit, especially when streets, traffic or public squares are involved. Contact the responsible local authority at least 6 to 8 weeks ahead and confirm which route, timing and traffic measures must be submitted.
How many volunteers do I need for a climate march?: The number depends on the route and attendance, but plan separate coverage for the meeting point, front and rear of the march, intersections, speakers, equipment and first response. Finalize assignments at least 7 days before the event and brief volunteers 1 to 2 days beforehand.
When should I send invitations and the press release?: Publish the registration form and start invitations about 4 to 6 weeks before the march. Send the press release once the route, date and key speakers are confirmed, then issue a final reminder 3 to 5 days before the event with meeting-point and route details.

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.