How to organise a clean-up campaign from start to finish

A clean-up campaign runs smoothly when the route, waste handling and volunteer briefing are decided before people arrive. Start by reporting the activity to the municipality and arranging waste collection, then work backwards from registration and the event-day setup. Give each group a route pack, safety instructions and the right equipment. Plan food, drinks and phone charging early, because these are easy to leave until the last minute.

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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

1
Report the permit to the municipality
2
Arrange waste collection
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Set cleaning route
2 people
7
Assign volunteer groups
8
Print route maps
9
Collect materials
3 people
10
Do the shopping
2 people
11
Bundling waste materials
2 people
12
Assemble route packs
3 people
13
Chill drinks
2 people
14
Prepare lunch packages
3 people
15
Charge phones and walkie-talkies
16
Check the venue
2 people

Event

17
Set up tables and chairs
4 people
18
Place information signs
2 people
19
Set up waste containers
3 people
20
Register volunteers
2 people
21
Give safety instructions
2 people
22
Distribute materials
3 people
23
Send out cleaning teams
2 people
24
Collect waste
25 people
25
Collect full bags
4 people
26
Refill drinks
2 people
27
Separate hazardous waste
2 people
28
Weigh and record waste
2 people
29
Take waste to the collection point
4 people
30
Serve lunch and fruit
3 people
31
Serve coffee and tea
2 people
32
Collect lost and found items
33
Collect materials
4 people

Aftercare

34
Clean materials
4 people
35
Clear tables and chairs
4 people
36
Leave the venue clean
5 people
37
Return materials
2 people
38
Confirm waste disposal
39
Return lost and found items
40
Thank participants

What to bring

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

Furniture

Foldable tablesqty 4
Chairsqty 20
Transport cratesqty 8
Tarpsqty 2

Equipment

Litter pickersqty 25
Broomsqty 6
Scoopsqty 4
Hand trucksqty 4
Weighing scale
Megaphone
Walkie-talkiesqty 4
Power banksqty 2
Charging cablesqty 4
Clipboardsqty 4
Safety vestsqty 30
Waste binsqty 6
Hazardous waste binsqty 3

Cleaning

Bucketsqty 6
Dustpan and brushqty 6
Work glovesqty 30
Hand brushesqty 6

Catering

Coolersqty 3
Drink dispensersqty 2
Thermos flasksqty 3
Groceries

Tableware

Reusable cupsqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving spoonsqty 4

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 6
Cooling matsqty 6

First aid

First aid kit

Tips

Set the route before inviting volunteers. Print one map per group, mark collection points and decide where full bags and hazardous waste will be left for pickup.
Assign groups before the campaign day and include a named coordinator for each one. Prepare route packs with maps, gloves, safety vests and the tools each team needs.
Confirm waste collection in advance and separate regular and hazardous waste from the start. Set up waste bins and a clear drop-off area before volunteers receive materials.
Plan the first hour of the day around registration and the safety briefing. Keep clipboards, the megaphone and charged walkie-talkies at the check-in table so instructions do not get delayed.
Prepare lunch packages and chilled drinks before the teams leave. Charge phones, walkie-talkies and power banks overnight, and keep reusable cups, plates and cutlery together for serving.

Frequently asked questions

How far in advance should I organise a clean-up campaign?: Start at least 4 weeks ahead if you need municipal approval, waste collection and volunteer registrations. Finalise routes and group assignments 7 days before the campaign, then check equipment and food 1 day before.
How do I organise volunteers for a clean-up campaign?: Assign volunteers to groups before the event and give each group one route and one coordinator. Register people on arrival, collect dietary requirements in advance and allow 10 to 15 minutes for the safety briefing.
What should happen first on the day of a clean-up campaign?: Set up tables, signs, waste containers and the registration point before volunteers arrive. Register participants, give the safety instructions, distribute route packs and equipment, then send teams out together.
How do I handle waste after a clean-up campaign?: Create a single collection point and separate hazardous waste from other bags immediately. Weigh or count the collected material if needed, keep full bags in the agreed pickup area and confirm collection before the campaign date.

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.