Peace march planning checklist

A peace march needs more than a date, a route, and people willing to join. You must secure permissions, coordinate traffic and emergency services, brief volunteers, and make the route easy to follow. This checklist takes you from the first planning decisions through registration, route preparation, safety checks, and final participant information. It also helps prevent common delays, such as ordering wristbands too late, forgetting power for outdoor equipment, or leaving route signs until the last day.

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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
Reserve the start and finish locations
Apply for a permit
Develop the traffic plan
2 people
Inform emergency services
Recruit volunteers
2 people
Send invitations
2 people
Open registrations
Publish route online
Approach sponsors
2 people
Plan music and speeches
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Check route in advance
3 people
Determine rest stops
2 people
Create a communication plan
2 people
Order wristbands
Have printed materials made
Check the weather forecast
Send participant information
Do the shopping
3 people
Check materials
3 people
Prepare route signs
2 people
Fill first aid bags
2 people
Chill drinks
2 people
Prepare snacks
4 people
Mark off the start area
3 people
Mark out the route
5 people
Set up rest areas
4 people
Set up tables and chairs
4 people
Set up party tents
6 people
Connect sound equipment
2 people
Hang up peace flags
3 people
Set up the registration table
2 people
Set up the first aid station
2 people
Brief volunteers
3 people

Event

Receive participants
6 people
Register attendance
3 people
Hand out wristbands
3 people
Give the opening speech
Guide the march
8 people
Monitor traffic intersections
6 people
Check route arrows
2 people
Hand out water
4 people
Hand out fruit
3 people
Provide first aid
2 people
Guide those staying behind
2 people
Refill drinks
3 people
Guide arrivals
5 people
Clear the rest area
3 people
Guide speeches
2 people
Serve snacks
4 people
Serve coffee and tea
3 people
Provide music
2 people
Staff the information booth
2 people
Empty trash bins
2 people
Handle farewell and thank-you speech
See participants off
4 people

Aftercare

Remove route arrows
4 people
Remove traffic materials
3 people
Tear down audio equipment
2 people
Take down party tents
6 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the venue
4 people
Sort materials
3 people
Return borrowed items
2 people
Process lost and found items
Check route for damage
2 people
Keep leftovers refrigerated
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 40
Bar stoolsqty 6
Registration tablesqty 2
Waste binsqty 8

Equipment

Battery-powered speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Power banksqty 6
Coolersqty 6
Flashlightsqty 8

Safety

First aid kitsqty 2
Safety vestsqty 20
Flashlightsqty 10
Emergency blanketsqty 10
Reflective armbandsqty 30

Communication

Walkie-talkiesqty 10
Megaphoneqty 2
Phone chargersqty 6

Signage

Route arrowsqty 40
Route signsqty 20
Information boardsqty 8
Crowd control barriersqty 12
Traffic conesqty 20
Cable tiesqty 200
Markersqty 12

Decorations

Peace flagsqty 30
Buntingqty 12
Bannersqty 6
Bannersqty 4
Tableclothsqty 10

Lighting

LED lampsqty 12
String lightsqty 6

Tableware

Reusable cupsqty 300
Reusable platesqty 250
Reusable cutleryqty 300
Coffee cupsqty 150
Serving plattersqty 20
Pitchersqty 8

Kitchen

Water jugsqty 12
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving utensilsqty 12
Ice packsqty 30

Cleaning

Trash grabbersqty 6
Bucketsqty 4
Broomsqty 4
Litter pickersqty 6
Cleaning cart

Catering

Groceries

Tips

Start by recording the date and full route, then reserve both the starting and finishing locations before opening registration. Build in time to confirm access, setup, and clear-out arrangements at both ends.
Apply for the permit early and develop the traffic plan alongside it. Inform emergency services once the route and schedule are stable, rather than waiting until the week of the march.
Check the route in advance and identify rest stops, crossings, narrow sections, and points where volunteers are needed. Prepare route arrows, signs, cones, barriers, and cable ties before the final setup day.
Assign volunteers to specific duties instead of simply asking for general help. Include registration, route guidance, traffic points, first aid, speakers, and the finish area, and give team leads a way to communicate.
Send participant information before the march with the meeting point, route, schedule, registration details, and practical guidance. Check the weather forecast shortly before the event and confirm tents, lighting, power banks, first aid bags, and emergency blankets are ready.

Frequently asked questions

How early should I apply for a peace march permit?: Start the permit process as soon as the date and route are drafted, ideally several months before the march. Traffic arrangements and emergency-service coordination may depend on the permit, so do not wait until registrations open.
What should be included in a peace march traffic plan?: Include the complete route, crossings, road closures or controls, traffic cones, barriers, volunteer positions, and emergency access. Share the finished plan with the relevant authorities and emergency services before the event date.
How many volunteers do I need for a peace march?: The number depends on attendance and route complexity, but plan separate coverage for registration, route guidance, traffic points, first aid, communications, and the finish area. Assign people to fixed posts and add a reserve team rather than relying on last-minute help.
When should I prepare the signs and first aid supplies?: Check and sort route signs, arrows, safety vests, flashlights, first aid kits, and emergency blankets at least one week before the march. Fill the first aid bags and load the setup equipment after the final route and weather check.

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.