Climate march checklist: what to arrange and when

A climate march needs more than a route and a date. You’ll need permits, emergency contacts, traffic marshals, crowd stewards, speakers, sound equipment and clear signs before people arrive. Start with the route and permissions, then build the volunteer and safety plan around the expected crowd. Use the final week to print materials, charge batteries, label supplies and walk the route once more.

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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 route and start location
3 people
Apply for a permit
2 people
Inform the police and emergency services
2 people
Develop the traffic plan
3 people
Prepare safety plan
3 people
Recruit volunteers
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Confirm speakers
2 people
Create the music and sound plan
2 people
Create volunteer schedule
2 people
Prepare a briefing for traffic marshals
2 people
Prepare a briefing for crowd stewards
2 people
Confirm reservations
Design print materials
2 people
Have printed materials made
Post on social media
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check materials
3 people
Charge batteries
2 people
Label bags and materials
3 people
Check the route
3 people
Check the weather forecast
Distribute emergency contacts
2 people
Bring materials to the venue
5 people

Event

Set up the information point
4 people
Set up tables
4 people
Set up party tents
6 people
Connect sound equipment
3 people
Hang banners
4 people
Put up route signs
4 people
Set up barriers
4 people
Chill drinks
3 people
Set up the coffee and tea station
3 people
Set out snacks
4 people
Set up the registration table
2 people
Register volunteers
2 people
Give volunteer briefing
3 people
Position traffic marshals
8 people
Position crowd guides
6 people
Register sign-ups
4 people
Start welcome music
2 people
Announce the opening
2 people
Brief participants
6 people
Support the climate march
12 people
Staff traffic posts
8 people
Hand out water
4 people
Refill drinks
3 people
Serve snacks
4 people
Guide speakers
2 people
Support the stage program
3 people
Check the sound level
2 people
Collect waste separately
4 people
Inform participants
4 people
Announce the final program item
2 people
Give farewell speech and thanks
2 people
Safely escort participants out
8 people

Aftercare

Turn off the sound equipment
2 people
Collect route materials
6 people
Remove barricades
4 people
Take down tables and tents
6 people
Wash dishes
3 people
Collect waste
5 people
Clean the venue
5 people
Return materials
4 people
Chill leftover food
2 people
Count grocery stock
2 people
Return rental items
2 people
Handle lost and found
2 people
Send thank-you message
2 people
Archive permit documents
Record damage and reports
2 people
Handle deposits and invoices
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 20
Crowd control barriersqty 30
Clothes racksqty 2
Storage cratesqty 12

Equipment

Battery-powered speakersqty 3
Wireless microphonesqty 3
Mixer
Megaphonesqty 6
Extension cordsqty 6
Power stripsqty 6
Power banksqty 8
Walkie-talkiesqty 12
Charging stationsqty 3

Lighting

LED lampsqty 8
Battery lanternsqty 6

Decorations

Bannersqty 8
Flagsqty 20
Flagpolesqty 20
Directional signsqty 20
Chalkboardsqty 6
Sidewalk chalkqty 12
Rope rollsqty 6
Cable tiesqty 500
Duct tapeqty 12
Bamboo polesqty 100

Printed materials

Route mapsqty 500
Program flyersqty 500
Information leafletsqty 1000
Volunteer badgesqty 50
Arrow labelsqty 40

Tableware

Reusable cupsqty 600
Platesqty 400
Cutlery setsqty 400
Coffee cupsqty 100
Pouring jugsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Storage binsqty 20
Serving plattersqty 20
Serving utensilsqty 20
Water jugsqty 12
Measuring cupsqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 8
Bucketsqty 8
Broom setsqty 6
Mopsqty 6
Glovesqty 40

Catering

Groceries

Tips

Set the route, start location and traffic plan before opening registration. Include access points, barriers, marshal positions and an alternative route in case a street becomes unavailable.
Apply for the permit and notify police and emergency services early enough to allow questions and changes. Keep the approved route, safety plan and emergency contacts together in one briefing pack.
Recruit volunteers with separate roles for traffic marshals, crowd stewards, registration and speakers. Give each team a written briefing and a walkie-talkie or other agreed way to communicate.
Test the sound setup before the march, including battery-powered speakers, wireless microphones, the mixer, extension cords and power banks. Charge every battery and bring backup megaphones for noisy or crowded sections.
Finish the physical preparation at least one day before the march: print route maps, programme flyers and information leaflets, label crates and bags, check signs and banners, and walk the full route to spot missing directions or hazards.

Frequently asked questions

How far in advance should I plan a climate march?: Start at least 8 to 12 weeks before the march. Set the route and begin the permit process first, then allow several weeks for volunteer recruitment, speaker confirmations, traffic planning and printed materials.
What permits do I need for a climate march?: Requirements depend on the local authority and whether roads or public spaces are affected. Contact the relevant authority at least 6 to 8 weeks ahead and ask about the event permit, traffic measures, barriers, sound and emergency-service notification.
How many volunteers do I need for a climate march?: Plan separate coverage for traffic marshals, crowd stewards, registration, speakers and general support rather than relying on one pool. As a starting point, assign one steward for every 50 to 100 participants and add more for junctions, narrow streets and busy areas.
When should I check the climate march route?: Check it once when planning and again 24 to 48 hours before the march. On the final check, confirm road access, construction, signs, barriers, lighting, meeting points and the route maps used by volunteers.

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.