How to organise a Kennedy March

A Kennedy March is organised from the route outward: fix the date, inspect the full course and arrange permits before opening registration. Then secure the start, finish and rest areas, define traffic measures and publish clear participant terms. Registration data determines your checkpoint lists, bib numbers, food requirements and volunteer roster. The final week is for route marking, equipment checks and packing starter supplies—not for solving missing permissions or unconfirmed locations.

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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
2 people
2
Apply for permits
2 people
3
Inspect route
3 people
4
Determine rest stops
3 people
5
Set traffic measures
2 people
6
Reserve starting location
7
Reserve rest areas
2 people
8
Reserve the finish location
9
Create route map
2 people
10
Publish participant terms
11
Open registration form
12
Send invitations
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Recruit volunteers
2 people
16
Assign volunteers
2 people
17
Send instructions
18
Check participant list
2 people
19
Make bib numbers
2 people
20
Make route signs
3 people
21
Create checkpoint lists
2 people
22
Check first aid supplies
23
Test walkie-talkies
2 people
24
Do the shopping
3 people
25
Assemble starter packs
4 people
26
Chill drinks
2 people
27
Distribute rest stop packs
3 people
28
Set out route signs
2 people
29
Mark off the starting area
3 people
30
Set up rest areas
8 people
31
Set up the finish area
5 people
32
Mark out the route
6 people
33
Set up the registration table
2 people
34
Lay out bib numbers
2 people

Event

35
Welcome volunteers
2 people
36
Brief volunteers
3 people
37
Register participants
5 people
38
Hand out starter packs
4 people
39
Give the final route information
2 people
40
Get participants started
4 people
41
Keep start registration
3 people
42
Staff checkpoint one
4 people
43
Staff checkpoint two
4 people
44
Staff checkpoint three
4 people
45
Refill drinks
3 people
46
Restock fruit and snacks
3 people
47
Check route stations
4 people
48
Support participants by phone
2 people
49
Register dropouts
2 people
50
Register finishers
3 people
51
Hand out medals
2 people
52
Serve finish drinks
3 people
53
Serve the final snacks
3 people
54
Check the lighting
2 people
55
Guide the last participants
3 people

Aftercare

56
Remove directional signs
6 people
57
Dismantle Rest Areas
8 people
58
Dismantle finish area
5 people
59
Collect waste
5 people
60
Wash dishes
3 people
61
Clean the venues
5 people
62
Inventory materials
2 people
63
Return borrowed materials
2 people
64
Store leftover groceries
2 people
65
Register lost and found items
66
Publish participant results
67
Send thank-you message

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 10
Waste binsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 600
Reusable mugsqty 300
Platesqty 500
Cutlery setsqty 500
Pouring jugsqty 30
Thermos flasksqty 20

Equipment

Coolersqty 12
Kettlesqty 6
Coffee machinesqty 4
Mobile phonesqty 6
Walkie-talkiesqty 12
Power banksqty 8
Punch clocksqty 3

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lanternsqty 12

Route supplies

Directional signsqty 120
Directional signsqty 80
Crowd control barriersqty 20
Traffic conesqty 40
Markersqty 12
Barrier tapeqty 10
Route mapsqty 600
Bib numbersqty 600
Wristbandsqty 600
Stamp cardsqty 600
Pensqty 40
Clipboardsqty 12
Timing clocksqty 3

Safety

First aid kitsqty 6
Emergency blanketsqty 30
Disposable glovesqty 200
Safety vestsqty 40
Flashlightsqty 20
Batteriesqty 80

Sports equipment

Ice packsqty 40
Foldable water containersqty 12
Walking sticksqty 20
Medal ribbonsqty 600
Finisher medalsqty 600

Decorations

Starting bannersqty 2
Finish bannersqty 2
Scout linesqty 6
Chalkboardsqty 8

Kitchen

Cutting boardsqty 12
Paring knivesqty 12
Serving tongsqty 20
Measuring cupsqty 6
Bottle openersqty 8
Coolersqty 8

Cleaning

Bucketsqty 8
Spongesqty 20
Dish brushesqty 8
Hand broomsqty 8
Litter pickersqty 8
Mopsqty 8
Hand soap dispensersqty 10

Catering

Groceries

Tips

Start with the route and date, then inspect the complete course before committing to rest stops. Record distances between stops so walkers know where water, food and toilets will be available.
Apply for permits and agree traffic measures early. Confirm requirements with the relevant authorities before publishing the registration form, because route changes after registration create avoidable confusion.
Plan the finish and rest areas as carefully as the start. Reserve tents, tables, chairs, waste bins and lighting for each location, and check access for deliveries and volunteer vehicles.
Turn registration data into an operating plan at least one week before the march. Collect dietary requirements, check the participant list, assign volunteers and send each team clear instructions.
Test communications and route materials before event day. Charge phones and power banks, test every walkie-talkie, prepare checkpoint lists and place directional signs, cones and barriers according to the route map.

Frequently asked questions

How far in advance should I organise a Kennedy March?: Begin at least 12 to 16 weeks before the march. Use the first weeks for the date, route inspection, permits and location reservations; open registration only after these basics are confirmed.
How many rest stops does a Kennedy March need?: Set rest stops according to the route, terrain and participant support plan rather than using one fixed number. As a practical starting point, review support roughly every 10 to 15 kilometres and adjust after the route inspection.
When should I recruit volunteers for a Kennedy March?: Recruit volunteers 6 to 8 weeks before the event, then assign posts no later than 2 weeks beforehand. Send final instructions after registration closes, once checkpoint duties and dietary requirements are known.
When should route signs and bib numbers be ready?: Prepare route signs, route maps, checkpoint lists and bib numbers at least 7 days before the march. Do a full count and pack them by location so the marking team is not searching for supplies on event morning.

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