Climate walk checklist: what to arrange and when

A climate walk needs more than a route and a group of volunteers. You need a confirmed start and finish, an accessible route, rest stops, signage, traffic coordination and a clear participant briefing. This checklist helps you work through the 72 planning tasks in the right order, from the first route proposal to weather checks and equipment setup. Use it to avoid late permit checks, missing contact details and unclear volunteer responsibilities on the day.

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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

Develop a route proposal
2 people
Confirm starting location
Confirm the final location
Check the route for accessibility
2 people
Determine an alternative route
2 people
Determine rest stops along the route
2 people
Design route map
Design climate signs
Check the permit
Report public space issue
Draw up traffic plan
2 people
Brief traffic controllers
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Publish social posts
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check participants' contact details
Send participant information
Check the weather forecast
Prepare a bad-weather forecast
Reserve sound equipment
Reserve tables and tents
Have printed materials produced
Check the shopping list
2 people
Do the shopping
2 people
Sort non-perishable catering supplies
2 people
Keep chilled products cool
2 people
Prepare route signs
2 people
Install climate signs
2 people
Bring materials to the venue
3 people
Mark off the start area
3 people
Set up tables
3 people
Set up party tents
4 people
Set up information table
2 people
Set up the drinks table
2 people
Set up sound equipment
2 people
Place signs along the route
4 people
Set up rest areas
4 people

Event

Staff traffic posts
4 people
Guide arrivals
3 people
Register participants
3 people
Hand out route maps
2 people
Hand out wristbands
2 people
Serve welcome drinks
2 people
Handle the opening
2 people
Form running groups
3 people
Guide the walk
8 people
Deliver climate presentations
4 people
Staff rest points
4 people
Hand out water
4 people
Refill drinks
2 people
Empty waste stations
2 people
Guide to the finish line
3 people
Serve snacks
3 people
Answer participants' questions
2 people
Handle the closing
2 people
Ensure participants leave safely
4 people

Aftercare

Collect route signs
4 people
Remove traffic materials
3 people
Take down tents
4 people
Clear tables and chairs
3 people
Disconnect sound equipment
2 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Store leftover catering
2 people
Recycle route arrows
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Folding chairsqty 30
Beer table setsqty 4
Tableclothsqty 6

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 6
Megaphonesqty 3

Communication

Walkie-talkiesqty 8
Phonesqty 4
Name stickersqty 150
Pen setsqty 12
Clipboardsqty 8
Route mapsqty 150
Program flyersqty 150
Information leafletsqty 200

Signage

Route signsqty 25
Directional signsqty 30
Sign basesqty 30
Barrier tapeqty 8
Traffic conesqty 20
Safety vestsqty 20

Safety

First aid kitsqty 2
Emergency blanketsqty 10
Flashlightsqty 8
Reflective armbandsqty 20
Umbrellasqty 10

Catering

Reusable cupsqty 180
Reusable platesqty 150
Reusable cutleryqty 180
Water jugsqty 12
Thermos flasksqty 6
Coolersqty 6
Ice packsqty 24
Serving plattersqty 12
Serving spoonsqty 6
Coffee potsqty 4
Teapotsqty 3
Thermos cups for crewqty 12
Groceries

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomsqty 4
Eye-catchersqty 4
Bucketsqty 4
Cleaning clothsqty 20
Washing-up basinsqty 3
Hand broomsqty 4
Glue removerqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Pliersqty 6
Cool pack binsqty 4
Water dispensersqty 4

Tips

Start with the route, not the publicity. Confirm the starting and final locations, check accessibility, identify rest stops and prepare an alternative route before publishing invitations or opening registration.
Treat the permit and traffic plan as early deadlines. Check the permit requirements before promoting the walk, report public-space issues and brief traffic controllers before volunteers are assigned to busy crossings.
Open registration only after the participant information is ready. Collect dietary requirements and verify contact details so updates about route changes, safety or bad weather can reach everyone.
Give volunteers written assignments rather than general instructions. Include who manages signs, rest stops, registration, traffic control and communication, then provide phones or walkie-talkies for coordination.
Check the forecast twice: once during the final planning stage and again on the day before the walk. Prepare a bad-weather decision, and check that tents, sound equipment, power supplies, lighting and safety materials are available before setup begins.

Frequently asked questions

How far in advance should I plan a climate walk?: Start route, location and permit planning at least 8 to 12 weeks before the walk. Leave the final 2 weeks for registration checks, volunteer briefings, participant information and equipment confirmation.
What should a climate walk route include?: Plan a confirmed start and finish, accessible sections, rest stops and clear wayfinding. Have one alternative route ready in case of roadworks, access problems or a public-space issue.
How many volunteers do I need for a climate walk?: The number depends on the route and crowd size, but assign volunteers to every operational role before the event: traffic control, route guidance, registration, rest stops and communication. Make assignments at least 1 week in advance so gaps can be filled.
When should I check the weather for a climate walk?: Check the forecast during the final planning stage and again 24 to 48 hours before the walk. Decide then whether tents, extra lighting, emergency blankets or a bad-weather adjustment are needed.

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.