Military march checklist: what to arrange and when

A military march needs more than a marked route and a group of participants. Permits, traffic measures, rest areas, first aid and communications must be arranged early, while bib numbers, route cards, signs and refreshments can wait until the final days. This checklist covers 66 planning tasks and 56 items, from recording the date and route to preparing food and checking the forecast. Work through it in order so late changes do not reach marshals or participants too late.

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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

Record date and route
2 people
Apply for permits
Coordinate the route with the municipality
2 people
Apply for traffic measures
Reserve starting location
Reserve rest areas
2 people
Reserve parking spaces
Confirm marching band
Arrange traffic marshals
Arrange first aid staffing
Send invitations
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Collect emergency contacts
Send route instructions
Check the weather forecast
Print alternative route
Prepare route signs
2 people
Sort bib numbers
2 people
Lay out wristbands
Print race cards
Do the shopping
3 people
Chill drinks
2 people
Prepare food
4 people
Check clothing and insignia
3 people
Charge walkie-talkies
Fill first aid bags
2 people
Bring materials to the venue
4 people
Set up tables and tents
5 people
Set up the registration table
2 people
Set up rest areas
4 people
Put up route signs
4 people
Mark traffic posts
3 people
Test sound system
2 people
Receive the music band
2 people

Event

Register participants
4 people
Hand out race numbers
3 people
Give the opening briefing
2 people
Set up marching formations
4 people
Officially start the march
2 people
Staff route checkpoints
8 people
Direct traffic
6 people
Guide participants
6 people
Staff first aid posts
4 people
Manage water stations
4 people
Refill drinks
2 people
Keep rest areas clean
2 people
Support latecomers
2 people
Record the finish
3 people
Assist with the medal ceremony
3 people
Serve snacks
4 people
Serve hot drinks
2 people
Give thanks
See participants off
3 people

Aftercare

Remove route signs
4 people
Collect traffic materials
3 people
Take down tents and tables
5 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Return materials
4 people
Return borrowed materials
2 people
Sort lost and found
Check route signs
2 people
Inform participants about found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 8
Chairsqty 30
High tablesqty 4
Waste binsqty 8

Equipment

Sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 12
Power banksqty 6
Megaphonesqty 3
Thermos flasksqty 8
First aid bagsqty 4
Cold packsqty 20
Stretchersqty 2

Lighting

Work lightsqty 6
Flashlightsqty 12
Spare batteriesqty 24

Sports equipment

Route signsqty 24
Conesqty 30
Barrier tapeqty 8
Bib numbersqty 150
Safety vestsqty 20
Wristbandsqty 150
Torch Sticksqty 12
Dutch flagsqty 6
Unit flagsqty 4
Medalsqty 150
Route card holdersqty 12
Clipboardsqty 12
Pensqty 30
Notepadsqty 12
Emergency blanketsqty 12
Rain ponchosqty 30

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 100
Serving plattersqty 20

Kitchen

Coolersqty 8
Water jugsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 8
Coffee machinesqty 2
Kettlesqty 2
Ice packsqty 24

Cleaning

Trash bag holdersqty 8
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Catering

Groceries

Tips

Start with the date and route, then contact the municipality about permits, traffic measures and route coordination. Allow at least several weeks for approvals before sending final route instructions.
Reserve the starting location, rest areas and parking spaces before registrations open. A march with multiple stops needs clearly assigned space for participants, vehicles and equipment at every point.
Collect emergency contacts and dietary requirements during registration, not at check-in. Give first aid staff and traffic marshals an updated participant list before the march begins.
Prepare a backup route and print it before the forecast becomes uncertain. Pack route signs, cones, barrier tape, safety vests and walkie-talkies together so the route team can deploy them without searching.
Finish the physical preparation in the final days: sort bib numbers, lay out wristbands, print race cards, chill drinks and prepare food. Test the sound system, microphones, power banks and work lights before departure.

Frequently asked questions

How far in advance should I plan a military march?: Begin planning at least 8 to 12 weeks before the march. Submit permits, traffic measures and municipal route coordination first, because those approvals can determine whether the planned route is possible.
What should I arrange first for a military march?: Record the date and route first, then apply for permits and coordinate the route with the municipality. Reserve the starting location, rest areas and parking spaces before opening registrations.
When should I send route instructions to participants?: Send the route instructions after the route, traffic measures and rest areas are confirmed, preferably 7 to 10 days before the march. Send an update sooner if weather or road conditions require the alternative route.
What equipment is needed for a military march?: Plan route signs, cones, barrier tape, safety vests, walkie-talkies and megaphones for route control. Also prepare first-aid and communication support, lighting such as flashlights and spare batteries, plus tables, tents, waste bins and refreshments for the start and rest areas.

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.