Planning Your Own Event

Tips for planning a cleanup event

With over 100 cleanup events of all sizes under our belt in the past five years, Chester County Litter Lifters is here to share tips and advice to help you organize your own!

Keep Pennsylvania Beautiful also provides detailed information under the Affiliate Resources.

Before the Event

1. Choose the Basics

Pick a location
Select a date and time (starting early—around 7:30 AM—is recommended)
Estimate an end time

2. Plan for Litter Disposal

PennDOT (for Adopt-A-Highway or state roads)
Township, fire department, or local business dumpster
Personal hauling arrangements

3. Logistics & Coordination

Secure parking if needed
Notify local police and township of event details
- Request traffic safety support if necessary
- Ask for help promoting the event

4. Promote Your Event

Create a social media event post
Share in local Facebook groups to recruit volunteers
Email event details to volunteers
- Include liability waiver and safety instructions
If needed, request a liability waiver from a municipality or business

5. Registration & Supplies

Register your event with Keep Pennsylvania Beautiful to receive an event ID
Register with PennDOT (Adopt-A-Highway participants only)
For Pick Up PA events, use your KPB ID to request free supplies
Coordinate with your township to include the event in their newsletter

6. Food & Volunteers

Request donations (e.g., from Wawa or local restaurants)
Confirm donations a few days before the event
Assign a volunteer to pick up food
Recruit litter captains if managing a large group

7. Prepare Equipment & Safety

Pick up supplies from PennDOT if applicable (bags, gloves, safety vests, signage)
Borrow “Litter Crew Ahead” signs if needed
Create and share a safety plan (especially if working with police)
Organize and prepare all supplies

8. Volunteer Management

Track volunteer sign-ups and maintain a contact list
Send reminder emails/texts leading up to the event
Respond promptly to volunteer questions

Day of the Event

Prior to Starting

Arrive at least 15 minutes early
Have all volunteers sign liability waivers
Distribute supplies (gloves, bags, vests)
Review safety guidelines
Assign roles (e.g., litter captains, photographers)
Ensure signage is properly placed according to safety plan

Start the Event

Welcome and thank volunteers
Give a brief safety speech
Begin cleanup

During Cleanup

Remove litter, yard signs, and debris
Clean storm drains if safe and feasible

After the Event

Wrap-Up Onsite

Thank volunteers
Distribute food (if provided)
Collect photos/videos

Follow-Up Tasks

Thank police/partners who assisted
Report results to PennDOT (within 12 hours if applicable)
Report results to Keep Pennsylvania Beautiful

Share Results

Create a social media thank-you post
- Include photos/videos
- Tag volunteers and partners
Email volunteers with appreciation and photo links

Clean & Reset

Clean and store reusable supplies (gloves, vests, signs)
Confirm all signage has been removed from roadways

Things to think about

Trash bag size - Don't use huge trash bags. They will be hard for the volunteers to manage while picking up litter and may become too heavy.

Safety vests are a must if the event is on or near any streets or locations with vehicles (like parking lots).

Gloves are also a must at any event - if your group doesn't have gloves for the volunteers instruct them to bring their own.

Grabbers are key for making it easier to pick up litter.

Ask local restaurants and other businesses for gift cards (such as ten $10) to give out to the volunteers for participating.

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