How to organize a Traffic Day

A Traffic Day works best when you build the route and safety plan before ordering equipment or inviting participants. Start by setting the date, securing the venue and choosing activities that fit the available space. Then check permits, map every traffic post and assign volunteers with enough time for a briefing. The final week is for registrations, dietary requirements, bike and helmet checks, signs, materials and the weather forecast—not for solving route problems.

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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 the date and program
2 people
2
Reserve venue
3
Select traffic activities
2 people
4
Develop traffic route
2 people
5
Check permits
6
Apply for traffic measures
7
Design invitations
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Assign volunteers
2 people
12
Assign traffic posts
2 people
13
Print the run sheet
14
Make route signs
2 people
15
Prepare quiz questions
2 people
16
Map out the course layout
2 people
17
Check bikes and helmets
2 people
18
Check material stock
2 people
19
Order catering
20
Check the weather forecast
21
Do the shopping
2 people
22
Prepare materials
3 people
23
Prepare name stickers
24
Go over route and risks
3 people

Event

25
Open venue
2 people
26
Set up traffic signs
3 people
27
Set up crowd-control barriers
3 people
28
Set out the course
4 people
29
Set up tables and chairs
3 people
30
Build party tents
4 people
31
Set up bicycles
2 people
32
Lay out helmets
2 people
33
Test sound equipment
2 people
34
Set up registration desk
2 people
35
Set up catering
3 people
36
Staff traffic posts
8 people
37
Welcome visitors
3 people
38
Register participants
3 people
39
Explain the program
40
Guide the bike course
4 people
41
Guide the traffic quiz
2 people
42
Give blind spot demonstration
3 people
43
Carry out bike checks
2 people
44
Guide the crossing game
3 people
45
Serve break drinks
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Guide traffic light game
2 people
49
Hand out reflection materials
2 people
50
Lead the evening route
6 people
51
Present the traffic knowledge round
2 people
52
Hand out prizes
2 people
53
Escort the last visitors
3 people
54
Dismantle traffic posts
4 people
55
Clear the course
4 people
56
Clear tables
3 people
57
Lock up the venue
2 people

Aftercare

58
Collect waste
3 people
59
Wash dishes
2 people
60
Clean the venue
3 people
61
Sort materials
2 people
62
Return bicycles
2 people
63
Return borrowed materials
2 people
64
Remove traffic signs
3 people
65
Put the barriers back
3 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 80
Registration desk
Waste binsqty 6

Traffic equipment

Traffic conesqty 40
Crowd barriersqty 12
Traffic signsqty 10
Conesqty 20
Barrier tapeqty 4
Reflective vestsqty 20
Stop signsqty 6
Battery-powered traffic lightsqty 2
Bikesqty 12
Children's bikesqty 6
Bike helmetsqty 20
Bike pumpsqty 3
Bike repair kitsqty 2
Bike locksqty 12
Bicycle light setsqty 20
Mirrors for blind spot demoqty 2
Balance bikesqty 4

Sports equipment

Stopwatchesqty 4
Cone polesqty 12
Hoopsqty 10
Soft ballsqty 12
Skipping ropesqty 8

Equipment

Mobile sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Walkie-talkiesqty 8
Megaphone
Laptop
Projector
Projection screen

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Thermos flasksqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 3
Serving spoonsqty 6
Pliersqty 6
Water jugsqty 8

Decorations

Route postersqty 12
Traffic flagsqty 10
Balloonsqty 100
Tableclothsqty 8
Name badgesqty 150

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 8

Safety

First aid kitsqty 2
Disposable glovesqty 2
Safety tapeqty 6
Umbrellasqty 6

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mopsqty 3
Hand broomsqty 3

Paper goods

Printer paperqty 500
Pensqty 30
Clipboardsqty 10
Prize certificatesqty 30

Catering

Groceries

Tips

Map the full traffic route before you buy or borrow equipment. Mark crossings, waiting areas, activity stations and traffic posts, then walk the route with the people responsible for safety.
Check permits and traffic measures early. Allow at least 4 weeks for applications so cones, barriers, signs, reflective vests and stop signs are available before invitations go out.
Give every volunteer a named post and a printed run sheet. Schedule a route-and-risk briefing before opening, including what to do if a child gets separated or a bike needs repair.
Inspect bikes, children's bikes and helmets at least 1 week before the event. Test pumps, repair kits, locks and bicycle light sets rather than discovering missing or faulty items at registration.
Set up registration, signs and course materials before participants arrive. Keep a separate stock check for cones, tape, poles, hoops, balls, skipping ropes, stopwatches and power equipment, and add a weather decision deadline 24 hours before opening.

Frequently asked questions

How far in advance should I plan a Traffic Day?: Start planning at least 8 weeks ahead. Reserve the venue and set the programme first, then allow around 4 weeks for permits and traffic measures, with invitations sent once the route and date are stable.
How do I plan the route for a Traffic Day?: Draw the route and course layout 4 to 6 weeks before the event, including every crossing, station, queue and traffic post. Walk it once with the safety team and again on setup day before participants arrive.
How many volunteers do I need for a Traffic Day?: Assign at least one volunteer to each traffic post and activity station, plus two people for registration and a small reserve team. Finalise names and duties at least 1 week before the event so the briefing and run sheet are accurate.
When should I check the bikes and helmets?: Complete the first bike and helmet check 1 week before the Traffic Day, then do a quick inspection on the morning itself. Keep pumps and repair kits at the course so minor faults do not stop an activity.

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.