How to organise a climate march

A climate march needs more than a route and a date. Start with the route, start location and permissions, then build the safety plan around traffic, crowd movement and emergency access. After that, confirm speakers, sound equipment and volunteers, and open registration early enough to estimate attendance. The final week is for briefings, printing, shopping, battery checks and a full route walk-through—not for solving missing permissions or unclear responsibilities.

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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
Set route and start location
3 people
2
Apply for a permit
2 people
3
Inform the police and emergency services
2 people
4
Develop the traffic plan
3 people
5
Prepare safety plan
3 people
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm speakers
2 people
12
Create the music and sound plan
2 people
13
Create volunteer schedule
2 people
14
Prepare a briefing for traffic marshals
2 people
15
Prepare a briefing for crowd stewards
2 people
16
Confirm reservations
17
Design print materials
2 people
18
Have printed materials made
19
Post on social media
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Check materials
3 people
23
Charge batteries
2 people
24
Label bags and materials
3 people
25
Check the route
3 people
26
Check the weather forecast
27
Distribute emergency contacts
2 people
28
Bring materials to the venue
5 people

Event

29
Set up the information point
4 people
30
Set up tables
4 people
31
Set up party tents
6 people
32
Connect sound equipment
3 people
33
Hang banners
4 people
34
Put up route signs
4 people
35
Set up barriers
4 people
36
Chill drinks
3 people
37
Set up the coffee and tea station
3 people
38
Set out snacks
4 people
39
Set up the registration table
2 people
40
Register volunteers
2 people
41
Give volunteer briefing
3 people
42
Position traffic marshals
8 people
43
Position crowd guides
6 people
44
Register sign-ups
4 people
45
Start welcome music
2 people
46
Announce the opening
2 people
47
Brief participants
6 people
48
Support the climate march
12 people
49
Staff traffic posts
8 people
50
Hand out water
4 people
51
Refill drinks
3 people
52
Serve snacks
4 people
53
Guide speakers
2 people
54
Support the stage program
3 people
55
Check the sound level
2 people
56
Collect waste separately
4 people
57
Inform participants
4 people
58
Announce the final program item
2 people
59
Give farewell speech and thanks
2 people
60
Safely escort participants out
8 people

Aftercare

61
Turn off the sound equipment
2 people
62
Collect route materials
6 people
63
Remove barricades
4 people
64
Take down tables and tents
6 people
65
Wash dishes
3 people
66
Collect waste
5 people
67
Clean the venue
5 people
68
Return materials
4 people
69
Chill leftover food
2 people
70
Count grocery stock
2 people
71
Return rental items
2 people
72
Handle lost and found
2 people
73
Send thank-you message
2 people
74
Archive permit documents
75
Record damage and reports
2 people
76
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 and start location before inviting people. Check the complete route again during the final week, including narrow sections, crossings, toilets and places where stewards may need to stop or redirect the crowd.
Treat permits and emergency coordination as early deadlines. Apply for the permit and inform the police and emergency services before publishing the final route, because changes can affect the traffic and safety plans.
Give every volunteer a specific position and briefing. Traffic marshals need the traffic plan, crowd stewards need instructions for entrances, bottlenecks and emergencies, and walkie-talkies should be assigned before arrival.
Plan the sound system around a moving crowd. Test the battery-powered speakers, wireless microphones, mixer, megaphones and power banks together at least one day before the march, and prepare a backup way to give instructions.
Pack materials by use rather than by purchase date. Label crates with route maps, signs, banners, flags, cable ties and duct tape, then check the shopping list and charge batteries before the final setup window.

Frequently asked questions

How early should I apply for a climate march permit?: Start the permit process as soon as the route and start location are drafted. Aim to submit it several weeks before the march, because authorities may request changes to the traffic or safety plan.
How many volunteers do I need for a climate march?: There is no single number without an expected attendance and route length, but plan separate teams for traffic marshaling, crowd stewardship, registration, speakers and logistics. Finalise the roster at least 7 days before the march so gaps can still be filled.
When should registration open for a climate march?: Open registration once the route, start location and basic programme are confirmed. Keep it open until close to the event, but review registrations daily during the final week to adjust materials, volunteer shifts and crowd planning.
What should I check the day before a climate march?: Walk the route, confirm reservations, check all materials and test the sound equipment. Charge batteries and power banks, label bags and crates, and give volunteers their briefing and meeting times no later than the evening before.

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.