How to organise a climate walk from route to finish

A climate walk needs more than a meeting point and a route. Start by fixing the start and finish locations, then test the route for accessibility, rest stops, traffic and bad-weather alternatives. After that, arrange the permit, volunteers, signs, sound equipment and participant communication in that order. This guide helps you spot the details that are often left until the last week, including contact checks, dietary requirements and clear instructions for everyone on the route.

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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
Develop a route proposal
2 people
2
Confirm starting location
3
Confirm the final location
4
Check the route for accessibility
2 people
5
Determine an alternative route
2 people
6
Determine rest stops along the route
2 people
7
Design route map
8
Design climate signs
9
Check the permit
10
Report public space issue
11
Draw up traffic plan
2 people
12
Brief traffic controllers
2 people
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Send invitations
2 people
16
Publish social posts
17
Open the registration form
18
Process registrations
2 people
19
Collect dietary requirements
20
Check participants' contact details
21
Send participant information
22
Check the weather forecast
23
Prepare a bad-weather forecast
24
Reserve sound equipment
25
Reserve tables and tents
26
Have printed materials produced
27
Check the shopping list
2 people
28
Do the shopping
2 people
29
Sort non-perishable catering supplies
2 people
30
Keep chilled products cool
2 people
31
Prepare route signs
2 people
32
Install climate signs
2 people
33
Bring materials to the venue
3 people
34
Mark off the start area
3 people
35
Set up tables
3 people
36
Set up party tents
4 people
37
Set up information table
2 people
38
Set up the drinks table
2 people
39
Set up sound equipment
2 people
40
Place signs along the route
4 people
41
Set up rest areas
4 people

Event

42
Staff traffic posts
4 people
43
Guide arrivals
3 people
44
Register participants
3 people
45
Hand out route maps
2 people
46
Hand out wristbands
2 people
47
Serve welcome drinks
2 people
48
Handle the opening
2 people
49
Form running groups
3 people
50
Guide the walk
8 people
51
Deliver climate presentations
4 people
52
Staff rest points
4 people
53
Hand out water
4 people
54
Refill drinks
2 people
55
Empty waste stations
2 people
56
Guide to the finish line
3 people
57
Serve snacks
3 people
58
Answer participants' questions
2 people
59
Handle the closing
2 people
60
Ensure participants leave safely
4 people

Aftercare

61
Collect route signs
4 people
62
Remove traffic materials
3 people
63
Take down tents
4 people
64
Clear tables and chairs
3 people
65
Disconnect sound equipment
2 people
66
Wash dishes
3 people
67
Sort waste
3 people
68
Clean the venue
4 people
69
Return materials
3 people
70
Return borrowed items
2 people
71
Store leftover catering
2 people
72
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

Set the route before promoting the walk. Confirm the start and finish locations, walk the full route, check accessibility and identify rest stops before publishing the registration form.
Treat the permit and traffic plan as early dependencies. Check what the permit allows, report any public-space issues and brief traffic controllers before volunteers are assigned on the day.
Prepare route communication at the same time as the map. Directional signs, route signs, sign bases, barrier tape and traffic cones should match the map so participants do not have to guess at junctions.
Give participants practical information several days before the walk. Send the route map, meeting instructions, contact details and weather guidance, then check registrations and follow up on missing or incorrect details.
Plan the final week around weather and power. Check the forecast, define the bad-weather procedure, and test the battery speaker, microphones, megaphones, power banks and walkie-talkies before loading equipment.

Frequently asked questions

How far in advance should I organise a climate walk?: Start route and location planning at least 6 to 8 weeks before the walk. Allow extra time for the permit, traffic arrangements, volunteer recruitment and participant communication.
How do I make a climate walk accessible?: Test the entire route in advance, including the start, finish, rest stops and crossings. Record steep sections, narrow points and unsuitable surfaces, then prepare an alternative route before registration opens.
When should I recruit volunteers for a climate walk?: Recruit volunteers at least 3 to 4 weeks beforehand, once the route and traffic needs are clear. Assign roles and send the briefing no later than 7 days before the event.
What should I do if the weather is bad on the day?: Check the forecast 48 hours before the walk and again on the morning itself. Decide in advance whether you will shorten, reroute, postpone or cancel, and tell registered participants through the agreed contact channel.

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.