What you need for a float procession

A float procession needs more than decorated vehicles and participants. You will need route-control equipment, communication tools, power supplies, lighting and refreshments for drivers, volunteers and guests. Buy or reserve items early, especially barriers, safety vests, walkie-talkies and catering equipment, because these are easy to overlook and often needed in larger quantities than expected. Use the final route, float count and participant numbers to confirm quantities before shopping.

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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 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
- Coffee - 4 packs
- Tea assortment - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- 7UP - 6 bottles
- Iced tea - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 3 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling juice - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 20 pieces
- Mini soft rolls - 120 pieces
- Mini pistolets - 100 pieces
- Whole grain bread - 8 loaves
- Tortilla wraps - 6 packs
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Young cheese - 4 kilos
- Aged cheese - 3 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Salami - 2 kilo
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Cucumber - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Oranges - 6 kilos
- Melons - 4 pieces
- Herb cheese - 1 kilo
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Peanut butter - 2 jars
- Jam - 3 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 5 bags
- Mini cookies - 6 packs
- Muesli bars - 100 pieces
- Mini muffins - 100 pieces
- Vegetarian snacks - 150 pieces
- Chicken nuggets - 150 pieces
- Satay sauce - 3 jars
- Napkins - 600 pieces
- Paper straws - 300 pieces
- Coffee filters - 2 packs
- Tray Liner Film - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 6 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Sponges - 12 pieces
- Tea towels - 12 pieces
- Hand soap - 6 dispensers
- Hand gel - 6 bottles

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

Plan at least one safety vest for every traffic controller, marshal and first-aid volunteer, plus 10% extra for replacements. Keep the vests together with the route signs and barrier tape so they can be handed out during the volunteer briefing.
Allow one walkie-talkie for each key control point, the procession lead, the rear vehicle and the first-aid team. Charge every unit the day before and bring spare batteries or battery chargers.
For the drinks station, provide about 500–750 ml of water per participant and volunteer for a short procession, with extra on warm days. Use coolers and ice packs for cold drinks, and thermos flasks or coffee machines for hot drinks.
Prepare one reusable cup per expected user plus at least 10% spare, and match plates, cutlery and coffee spoons to the number of catering portions. Arrange the cups and serving equipment before the procession day; washing or sorting them at the last minute slows down setup.
Check every float’s power needs before buying extension cords, power strips, LED lamps or string lights. Test batteries, chargers, microphones and portable speakers during the technical check, and keep cables away from pedestrian and vehicle routes.

Frequently asked questions

What equipment do I need for a float procession?: Plan for route signs, traffic cones, barriers, barrier tape and safety vests, plus walkie-talkies for coordination. You may also need portable speakers, microphones, extension cords, power strips, LED lamps and batteries after checking the route and floats.
How much water do I need for a float procession?: Allow 500–750 ml of water per participant and volunteer for a short procession. Add extra supplies in hot weather or when the route lasts more than a few hours, and keep the drinks cold in coolers with ice packs.
How many safety vests should I buy for a procession?: Provide one safety vest for every traffic controller, marshal and first-aid volunteer. Add about 10% extra so a missing, damaged or late-arriving vest does not leave someone without visible identification.
When should I prepare the float procession supplies?: Reserve barriers, tables, tents, walkie-talkies and catering equipment as soon as the route and date are confirmed. Complete the shopping and test power, lighting, sound and float equipment at least one day before the procession.

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