Traffic Day planning checklist

Traffic Day combines road-safety activities, cycling exercises, demonstrations and a course that must work safely for every participant. Start by fixing the date, venue and programme, then build the route around the available space and apply for traffic measures early. Registrations, dietary requirements and volunteer posts need clear ownership before invitations go out. In the final week, check bikes, helmets, signs, barriers and communication equipment rather than assuming everything is ready.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve venue
Select traffic activities
2 people
Develop traffic route
2 people
Check permits
Apply for traffic measures
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign traffic posts
2 people
Print the run sheet
Make route signs
2 people
Prepare quiz questions
2 people
Map out the course layout
2 people
Check bikes and helmets
2 people
Check material stock
2 people
Order catering
Check the weather forecast
Do the shopping
2 people
Prepare materials
3 people
Prepare name stickers
Go over route and risks
3 people

Event

Open venue
2 people
Set up traffic signs
3 people
Set up crowd-control barriers
3 people
Set out the course
4 people
Set up tables and chairs
3 people
Build party tents
4 people
Set up bicycles
2 people
Lay out helmets
2 people
Test sound equipment
2 people
Set up registration desk
2 people
Set up catering
3 people
Staff traffic posts
8 people
Welcome visitors
3 people
Register participants
3 people
Explain the program
Guide the bike course
4 people
Guide the traffic quiz
2 people
Give blind spot demonstration
3 people
Carry out bike checks
2 people
Guide the crossing game
3 people
Serve break drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Guide traffic light game
2 people
Hand out reflection materials
2 people
Lead the evening route
6 people
Present the traffic knowledge round
2 people
Hand out prizes
2 people
Escort the last visitors
3 people
Dismantle traffic posts
4 people
Clear the course
4 people
Clear tables
3 people
Lock up the venue
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Sort materials
2 people
Return bicycles
2 people
Return borrowed materials
2 people
Remove traffic signs
3 people
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

Build the route before assigning activities. Mark every crossing, stop point and blind spot, then decide where cones, barriers, traffic signs and reflective vests are needed.
Treat permits and traffic measures as an early dependency. Confirm what the venue and route require before printing invitations or promising a programme.
Give each volunteer one named post and a short written instruction. Print the run sheet and walk through the route and risks with the whole team before opening.
Check every bike and helmet several days before Traffic Day, including children’s bikes, pumps, repair kits, locks and bicycle light sets. Keep a repair kit and spare light sets accessible on the day.
Count practical supplies against the registration list before shopping and catering are finalised. Prepare name stickers, quiz questions, route signs, sound equipment and extension cords before the venue opens.

Frequently asked questions

How far in advance should I plan Traffic Day?: Start at least 6 to 8 weeks ahead. Set the date and venue first, then allow time for permits, traffic measures, invitations, registrations, volunteer assignments and equipment checks.
When should I apply for traffic measures for Traffic Day?: Apply as soon as the route and traffic activities are drafted, ideally 6 weeks before the event. Do not wait until the final week, because the approval may affect signs, barriers and volunteer posts.
How many volunteers do I need for Traffic Day?: Assign at least one volunteer to every traffic post and activity station, plus one coordinator who can respond to problems. Add a small reserve team if the route has several crossings or the expected group is large.
When should I check the bikes and helmets?: Do the full bike and helmet check 3 to 7 days before Traffic Day, then inspect them again when the equipment is laid out. Test lights, pumps, repair kits and battery-powered traffic lights before participants arrive.

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.