What to buy for a Christmas procession

A Christmas procession needs more than costumes and decorated floats. You will need warm drinks, easy-to-serve snacks, lighting, waste bins, and equipment for registration and rest stops. Plan quantities around the number of participants, guides, musicians, and spectators, not just the people walking the route. This checklist helps you shop early for the items that are often forgotten, especially cups, hot-drink equipment, batteries, serving utensils, and weather protection.

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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
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 12 liters
- Milk - 12 liters
- Oat milk - 4 liters
- Coffee cream - 4 tubs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Whipped cream - 12 cans
- Marshmallows - 6 bags
- Cinnamon - 2 jars
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Mulled wine - 20 bottles
- Non-alcoholic mulled wine - 8 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Christmas cookies - 8 packs
- Speculaas - 6 packs
- Spiced biscuits - 6 bags
- Mini muffins - 8 boxes
- Apples - 8 kilos
- Mandarins - 8 kilos
- Grapes - 4 kilos
- Mini sandwiches - 180 pieces
- Hummus - 10 tubs
- Cucumber - 8 pieces
- Christmas loaf - 8 pieces
- Butter - 4 packs
- Jam - 4 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Wooden skewers - 300 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Toilet freshener - 4 pieces
- Diaper-changing mats - 2 packs
- Ice lollies - 100 pieces
- Prize cups - 6 pieces
- Gift vouchers - 6 pieces

Tips

Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Include hot drinks as well as chilled options, and keep extra water available for guides and performers.
For each rest stop, provide at least one serving tray, ladle, knife, cutting board, and small bowl. These items are easy to overlook when the main shopping focuses on food and decorations.
Prepare one cup and one plate per expected participant, plus 10% extra. Add matching cutlery, coffee cups, glasses, and napkins so the registration desk or snack station does not run short.
Check every string light and battery lantern before shopping is finished. Buy replacement batteries at least two days before the procession, and keep spare lighting for the start area, finish area, and route points.
Plan the finish area as carefully as the route: allow one waste bin for every 25 to 30 people, and arrange tables, chairs, a coffee machine, kettle, thermos flasks, and soup pots before the final weather check.

Frequently asked questions

What food and drinks do I need for a Christmas procession?: Plan two to three drinks per person for the first hour, followed by one drink per person per hour. For snacks, allow two portions per person at each planned rest stop, with extra options based on the dietary requirements you collected.
How many cups and plates should I buy for a Christmas procession?: Buy one cup and one plate per expected participant, plus 10% extra. If 100 people are attending, prepare at least 110 cups and 110 plates, with additional coffee cups or glasses if you serve both hot and cold drinks.
When should I buy Christmas procession decorations and lighting?: Buy decorations, costumes, string lights, and battery lanterns at least one week before the procession. Test all lighting two to three days beforehand so there is time to replace batteries or missing parts.
What equipment is needed for a Christmas procession rest stop?: Each rest stop needs a serving surface, cups, plates, cutlery, trays, bowls, knives, cutting boards, and suitable drink or soup equipment. Set up tables, waste bins, and weather protection at least 60 minutes before participants arrive.

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