Christmas procession checklist

A Christmas procession needs more than decorated floats and festive music. You need a confirmed route, rest stops, permits, traffic control, volunteers and a clear way to register participants. This checklist covers the work from the first route decision through the final shopping, briefing and weather check. Use it to keep planning in the right order and avoid last-minute problems with lighting, costumes, refreshments or crowd management.

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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

Set route and rest stops
2 people
Submit permit application
Confirm start and finish locations
Recruit parade guides
2 people
Contact musicians and extras
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Distribute the route map
2 people
Order traffic signs
Reserve crowd-control barriers
Check Christmas Costumes
2 people
Decorate Christmas floats
4 people
Test light decorations
2 people
Compile the music playlist
Create volunteer schedule
Prepare briefing for supervisors
Check the weather forecast
Inform participants about changes
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare the registration desk
Set out route arrows
2 people
Set up the start location
3 people
Set up crowd-control barriers
4 people
Place lighting along the route
4 people
Set up tables and tents
4 people
Connect the sound system
2 people
Set up Christmas trees and decorations
3 people
Set up the coffee and tea station
2 people
Set out snacks and tableware
2 people

Event

Receive participants
4 people
Hand out wristbands
2 people
Hand out Christmas costumes
2 people
Guide children to the starting area
4 people
Test music and microphone
2 people
Serve hot drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Open the parade
2 people
Guide the lead group
4 people
Guide the Middle of the Procession
4 people
Escort the rear group
4 people
Block off intersections
6 people
Check route arrows
2 people
Guide the photo moment
2 people
Support awards ceremony
2 people
Provide music
Accompany Christmas carols
3 people
See off the last visitors
3 people
Collect lost property

Aftercare

Empty trash bins
3 people
Collect tableware and materials
4 people
Take down tables and tents
4 people
Remove lighting
3 people
Remove barriers and signs
4 people
Sweep the route clean
4 people
Clean kitchen equipment
2 people
Clean the venue
4 people
Return Christmas floats
3 people
Wash and store costumes
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Check and clean the route signs
2 people
Register lost property
Share photos with participants
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 60
Crowd barriersqty 20
High tablesqty 6
Waste binsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 8
Small bowlsqty 16
Soup potsqty 3
Ladlesqty 4

Decorations

Christmas treesqty 6
Christmas baublesqty 120
Christmas garlandsqty 12
Christmas wreathsqty 8
Christmas costumesqty 20
Santa hatsqty 100
Christmas Floatsqty 4
Buntingqty 10

Lighting

String lightsqty 18
Battery lanternsqty 30
LED candlesqty 60
Headlampsqty 12

Equipment

Portable speakersqty 3
Wireless microphonesqty 2
Mixer
Extension cordsqty 10
Power stripsqty 8
Walkie-talkiesqty 12
Megaphoneqty 2
Power banksqty 8
Route signsqty 24
Traffic conesqty 30
Barrier tapeqty 8
Clipboardsqty 6
Pensqty 30
First aid kitsqty 2
Fire extinguishersqty 2

Cleaning

Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4

Catering

Groceries

Tips

Set the route and rest stops before sending invitations. Confirm both the starting and finishing locations, then allow time for the permit application and any traffic signs or crowd barriers you need.
Recruit parade guides early and create the volunteer schedule before the procession week. Give supervisors a written briefing and distribute the route map so every guide knows the stops, crossings and finish point.
Test string lights and battery lanterns before decorating the Christmas floats. Check every Christmas costume and keep spare batteries and basic repair supplies available rather than discovering faults after dark.
Collect dietary requirements when registrations come in and update the participant list regularly. Prepare snacks, chilled drinks and hot drinks with enough cups, glasses, plates and serving equipment for the planned group size.
Check the weather forecast at least 48 hours before the procession and again on the day. Tell participants promptly about route or timing changes, and prepare the registration desk before the first arrival.

Frequently asked questions

How early should I apply for a Christmas procession permit?: Submit the permit application as soon as the route and start and finish locations are confirmed. Allow at least 6 to 8 weeks for review, especially if the procession uses roads or needs traffic signs and crowd barriers.
How many volunteers do I need for a Christmas procession?: Plan at least one parade guide for every 20 to 30 participants, then add supervisors for the start, finish and each rest stop. Final numbers depend on the route length, crossings and expected crowd.
When should I test Christmas procession lights and costumes?: Test all light decorations and inspect costumes 7 to 14 days before the procession. Do a shorter final check on the day, including batteries, float connections, Santa hats and any pieces that could come loose outdoors.
How much food and drink should I prepare for a Christmas procession?: For the first hour, plan on 2 to 3 drinks per person, then add water and hot drinks for colder weather. Prepare at least one snack portion per participant, plus extra servings for volunteers and late arrivals.

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.