How to organise a climate march from the ground up

A climate march needs more than a date, a route and a crowd. Start by fixing the route and meeting point, then work through permits, insurance, traffic measures and a safety plan before publishing the event. After that, confirm speakers, sound, transport, volunteers and public information in that order. This approach gives you time to inspect the route, brief the team and fix practical problems before people arrive.

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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
Record route and date
3 people
2
Reserve meeting room
3
Apply for a permit
2 people
4
Check insurance
5
Prepare safety plan
3 people
6
Apply for traffic measures
2 people
7
Inspect the route on site
3 people
8
Check the Meeting Point
2 people
9
Confirm speakers
10
Finalize the music program
2 people
11
Recruit volunteers
3 people
12
Send invitations
3 people
13
Publish registration form
2 people
14
Process registrations
2 people
15
Collect dietary requirements
2 people
16
Post social media messages
2 people
17
Send press release
18
Design route map
2 people
19
Design signs and boards
2 people
20
Make banners and signs
5 people
21
Order print materials
22
Reserve audio equipment
23
Reserve material transport
24
Assign volunteers
2 people
25
Prepare a volunteer briefing
2 people
26
Distribute contact list
27
Print the route map
2 people
28
Do the shopping
3 people
29
Check materials
3 people
30
Sort materials
4 people
31
Roll up and label banners
2 people
32
Pack volunteer bags
3 people
33
Check the weather forecast

Event

34
Mark off the assembly point
4 people
35
Set up tables and tent
6 people
36
Set up sound equipment
3 people
37
Connect power supply
2 people
38
Hang route arrows
6 people
39
Place banners along the route
6 people
40
Set up the registration table
3 people
41
Set up info table
3 people
42
Chill drinks
3 people
43
Prepare coffee and tea
3 people
44
Brief volunteers
4 people
45
Welcome speakers
2 people
46
Register participants
6 people
47
Explain the route and safety rules
3 people
48
Lead the welcome program
4 people
49
Take the lead position
5 people
50
Take up rear position
5 people
51
Support the climate march
12 people
52
Secure intersections
8 people
53
Inform participants along the way
6 people
54
Refill drinks
3 people
55
Serve snacks
4 people
56
Guide speakers
2 people
57
Host the stage program
3 people
58
Check the sound level
2 people
59
Collect waste during the event
5 people
60
Inform last visitors
3 people
61
Turn off the sound equipment
2 people
62
Collect banners
5 people
63
Take down tables and tent
6 people
64
Remove route arrows
6 people
65
Take waste to the collection point
4 people
66
Clean the grounds
6 people

Aftercare

67
Return materials
3 people
68
Return sound equipment
2 people
69
Clean reusable materials
3 people
70
Wash Dishes and Cups
3 people
71
Dispose of waste separately
3 people
72
Check route for damage
2 people
73
Return borrowed materials
2 people
74
Collect expense receipts
75
Send thank-you message
2 people
76
Archive photos and files
77
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

Set the route and meeting point before you open registration. Inspect the full route on site and allow time to check crossings, narrow sections, toilets, power access and the place where the march will finish.
Start permit, insurance and traffic-measure applications early enough to allow for questions or revisions. Keep the approved route map and safety plan together so organisers and volunteers work from the same information.
Plan sound for both the meeting point and the moving march. Reserve portable speakers, wireless microphones or megaphones, test extension cords and power banks, and prepare a backup if mains power is unavailable.
Recruit volunteers with clear area assignments rather than one general pool. Brief them before the event on route arrows, signs, crossings, the meeting point, speaker support, lost participants and who to contact by walkie-talkie.
Treat printed materials and signs as a production schedule, not a last-minute job. Finalise the route map, banners, protest signs and directional arrows before ordering, then pack cable ties, tape and markers for on-site corrections.

Frequently asked questions

How early should I start organising a climate march?: Start at least 8 to 12 weeks before the march. Use the first weeks for the route, date, meeting point, permit, insurance and traffic measures; leave several days before the event for a final route inspection and volunteer briefing.
When should I apply for a climate march permit?: Apply as soon as the route and date are stable, ideally 8 to 12 weeks in advance. Authorities may request a safety plan, insurance details or traffic arrangements, so do not wait until registration or promotion has already started.
How many volunteers do I need for a climate march?: Plan separate volunteers for the meeting point, speakers, sign distribution, route guidance, crossings, transport and first-response communication. As a starting point, assign at least one volunteer to each key route position and add one coordinator for every 10 to 15 volunteers.
How long before the march should I inspect the route?: Inspect it once during planning and again 7 to 10 days before the event. The second check should confirm roadworks, access points, meeting-point capacity, sound positions, sign locations and any changes affecting traffic or safety.

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