Toad Crossing Campaign Checklist

A toad crossing campaign needs more than volunteers and buckets. Start by checking the route, identifying bottlenecks and arranging permission for traffic measures before you open registration. This checklist takes you from route planning and volunteer shifts to lighting, safety equipment, refreshments and the final setup. Use it to keep the campaign organised, especially when work continues after dark or weather changes at short notice.

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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

Inspect the route and bottlenecks
2 people
Arrange permission for traffic measures
Recruit volunteers
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Assign volunteers to shifts
2 people
Send route instructions
Borrow or reserve materials
2 people
Coordinate traffic plan
2 people
Check the weather forecast
Check equipment
2 people
Do the shopping
2 people
Print route maps and forms
Charge walkie-talkies
Assemble mail packages
2 people

Event

Mark off the venue and route
4 people
Build party tents
4 people
Set up tables and chairs
3 people
Place traffic signs and cones
4 people
Place lights along the route
3 people
Set up registration desk
2 people
Set out drinks and snacks
3 people
Set up waste stations
2 people
Register volunteers
2 people
Give the safety briefing
2 people
Check route and equipment
3 people
Look for toads along the route
8 people
Safely move toads across
8 people
Guide traffic and crossings
4 people
Record observations and counts
2 people
Rotate volunteers
2 people
Serve drinks and snacks
2 people
Refill drinks
Securely close off the route
4 people

Aftercare

Remove traffic materials
4 people
Take down tents and furniture
4 people
Clean mushroom equipment
3 people
Collect and remove waste
3 people
Clean the venue
3 people
Dry and store the equipment
2 people
Return borrowed equipment
2 people
Report observations
Send thank-you message to volunteers

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 3
Folding chairsqty 25
Storage cratesqty 8

Equipment

Buckets with lidsqty 20
Plastic containersqty 6
Walkie-talkiesqty 6
Megaphone
Clipboardsqty 6
Measuring tapesqty 2
First aid kit
Traffic barriersqty 12
Traffic conesqty 20
Warning signsqty 8
Reflective vestsqty 25
Work glovesqty 30
Rubber bootsqty 10
Rain ponchosqty 10
Tarpaulinsqty 2

Lighting

Headlampsqty 15
Flashlightsqty 8
Battery lanternsqty 6
Spare batteriesqty 30
Reflective ribbonsqty 6

Kitchen

Thermos dispensersqty 3
Coolersqty 3

Tableware

Reusable cupsqty 40
Reusable mugsqty 30
Reusable platesqty 30
Reusable cutleryqty 30

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Hand sanitizer dispensersqty 2

Catering

Groceries

Tips

Inspect the full route before recruiting volunteers, noting narrow sections, crossings and places where traffic barriers, cones or warning signs will be needed. Allow extra time for bottlenecks rather than planning only for the average walking pace.
Arrange traffic permissions and confirm the traffic plan before sending route instructions. Volunteers should know where to stand, which shifts they cover and how to communicate by walkie-talkie or megaphone.
Open registration only after you know how many shifts you can staff. Process registrations promptly, collect dietary requirements and send each participant the route details and practical instructions before the campaign.
Check lighting and communication equipment on the day: charge all walkie-talkies, test headlamps and flashlights, and pack spare batteries. Reflective vests, ribbons and rubber boots are easy to overlook when the forecast changes.
Set up the registration desk, route markers, lights, waste stations, drinks and snacks before volunteers arrive. Keep the first aid kit, gloves, buckets with lids and plastic containers in clearly labelled crates so they can be found quickly.

Frequently asked questions

How early should I plan a toad crossing campaign?: Start route inspections and permission requests at least 4 to 6 weeks before the campaign. Recruit volunteers and open registration once the route and traffic plan are confirmed.
How many volunteers do I need for a toad crossing campaign?: Count the route sections and assign at least 2 volunteers to each busy crossing or bottleneck per shift. Add a coordinator and keep 1 or 2 reserve volunteers available for cancellations.
What equipment is needed for a toad crossing campaign at night?: Plan lighting for every dark section, including headlamps, flashlights or battery lanterns, plus spare batteries. Also prepare reflective vests or ribbons, walkie-talkies, traffic cones, warning signs, gloves and a first aid kit.
When should I check the weather for a toad crossing campaign?: Check the forecast 48 hours before the campaign and again on the morning itself. Use the result to confirm clothing, rubber boots, lighting, shelter and any changes to the route or volunteer shifts.

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