Float procession checklist: what to arrange and when

A float procession needs more than decorated vehicles and a date. You must secure the route, permits and traffic arrangements early, then register floats, assign drivers and organise volunteers. Participant information, accessibility checks and resident notices prevent avoidable problems on the day. This checklist also covers the practical finish: route signs, radios, wristbands, catering, weather checks, fuel, batteries and a technical inspection before the procession starts.

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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

Record route and date
2 people
Apply for parade permit
2 people
Check route for accessibility
3 people
Register floats and drivers
2 people
Process registrations
2 people
Collect participant details
2 people
Collect dietary requirements
2 people
Recruit volunteers
2 people
Schedule traffic controllers
2 people
Schedule first aid volunteers
2 people
Make material reservations
2 people
Create route map and schedule
2 people
Send participant letter
2 people
Invite local residents
3 people
Distribute traffic information
2 people
Check the weather forecast
Perform a technical check on the floats
4 people
Check fuel and batteries
3 people
Do the shopping
3 people
Decorate floats
8 people
Prepare route signs
3 people
Sort wristbands and vests
2 people
Prepare catering
4 people
Fill coolers
3 people
Prepare the volunteers briefing
2 people

Event

Mark off the starting area
6 people
Set up tables and tents
5 people
Connect lighting
3 people
Put up route signs
6 people
Set up traffic barriers
8 people
Set up catering point
4 people
Set up the first aid station
2 people
Bring floats to the starting point
8 people
Register drivers
3 people
Receive participants
5 people
Hand out vests and walkie-talkies
3 people
Set up floats
8 people
Conduct a safety check
4 people
Brief volunteers
3 people
Guide the audience to viewing areas
6 people
Set the parade off
4 people
Secure intersections
10 people
Lead the parade
12 people
Inform the public along the route
4 people
Take photos and videos
2 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
3 people
Empty trash bins
3 people
Guide participants back
6 people
Park floats safely
6 people
Serve participants' meal
5 people
Operate music and lighting
2 people
Open the route
6 people
Escort the last visitors
3 people

Aftercare

Close catering
4 people
Dismantle materials
6 people
Collect route signs and barriers
8 people
Collect waste
5 people
Clear away tables and tents
5 people
Wash dishes
4 people
Clean the grounds
6 people
Return floats
6 people
Return materials
3 people
Clear away leftover stock
2 people
Remove decorations
4 people
Take waste to the collection point
3 people
Clean coolers and crates
3 people
Register lost and found items
Return traffic materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 6
Table skirtsqty 8

Traffic equipment

Traffic barriersqty 32
Traffic conesqty 24
Route signsqty 18
Barrier tapeqty 6
Safety vestsqty 20

Equipment

Walkie-talkiesqty 12
Battery chargersqty 4
Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lampsqty 8
String lightsqty 6
Batteriesqty 48

Catering

Coolersqty 6
Ice packsqty 24
Thermos flasksqty 6
Kettlesqty 2
Coffee machinesqty 2
Water dispensersqty 2
Groceries

Tableware

Reusable cupsqty 250
Coffee cupsqty 150
Platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 100
Pitchersqty 6
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 6
Small bowlsqty 12
Storage binsqty 12
Aluminum foilqty 3
Cling filmqty 3
Kitchen scale

Decorations

Buntingqty 12
Balloonsqty 300
Balloon ribbonqty 4
Paper flagsqty 8
Float lettersqty 6
Duct tapeqty 12
Cable tiesqty 500
Ropeqty 4
Scissor setsqty 4

Safety

First aid kitsqty 2
Disposable glovesqty 4
Safety gogglesqty 8
Flashlightsqty 6
Fire extinguishersqty 4

Communication

Route mapsqty 30
Participant listsqty 8
Name stickersqty 200
Pensqty 20
Clipboardsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Washing-up tubsqty 4
Mop setsqty 3

Transport

Transport cartsqty 4
Ratchet strapsqty 12
Hand trucksqty 2

Tips

Start with the route and date, then apply for the parade permit before inviting participants. Record access points, road closures and any narrow sections while checking the route for accessibility.
Set a registration deadline and collect each participant’s contact details, dietary requirements and driver information. Use the final list to assign wristbands, safety vests and volunteer duties rather than sorting them on the morning.
Schedule traffic controllers and first-aid volunteers separately, with a named lead for each group. Issue walkie-talkies and charge every battery before the volunteer briefing.
Send the participant letter and resident traffic information several days before the procession. Include the meeting point, arrival time, route, parking or access restrictions and what participants should bring.
Do the final float inspection before decorating is considered finished. Check fuel, batteries, speakers, microphones, extension cords and lights, and fill coolers with ice packs close to departure time.

Frequently asked questions

How far in advance should I apply for a float procession permit?: Start the permit application as soon as the route and date are recorded, preferably at least 8 to 12 weeks before the procession. Processing times vary, and traffic barriers, cones and controllers depend on the approved route.
When should float registrations close?: Close registrations around 10 to 14 days before the procession. This gives you time to process participant details, dietary requirements, driver lists, wristbands, safety vests and the volunteer schedule.
How many volunteers do I need for a float procession?: Plan separate coverage for traffic control, first aid, registration and the volunteer briefing. Set the final number after the route and float count are known, then schedule each position before sending the participant letter.
When should I check the weather and the floats?: Check the forecast 48 hours before the procession and again on the morning itself. Complete the technical float check before the event day where possible, then repeat the fuel, battery, lighting and communication checks before departure.

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