How to organise a caravan parade

A caravan parade needs more than a line of vehicles and a meeting point. Start by fixing the date and route, then arrange permits, traffic measures, parking and toilets before inviting participants. Registration information must be collected early enough to manage vehicle numbers, licence plates and dietary requirements. In the final week, focus on route checks, participant instructions, signage, refreshments and a weather-dependent backup plan.

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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

1
Record date and route
2 people
2
Apply for permits
3
Apply for traffic measures
4
Check the route
2 people
5
Reserve starting location
6
Reserve final venue
7
Reserve parking spaces
8
Reserve toilets
9
Check insurance
10
Create registration form
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Register license plates
2 people
15
Send participant information
16
Print route map
17
Number the wristbands
2 people
18
Brief traffic controllers
2 people
19
Check the weather forecast
20
Create final participant list
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Sort route signs
2 people
25
Bring materials to the venue
4 people
26
Block off the parking area
4 people
27
Set up the information tent
3 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Put up route signs
4 people
31
Connect power supply
2 people
32
Set up sound system
2 people
33
Set up buffet
3 people
34
Fill coolers
2 people
35
Set up the registration desk
2 people
36
Lay out bib numbers
2 people
37
Position traffic marshals
4 people

Event

38
Receive participants
4 people
39
Check off license plates
2 people
40
Explain the Route and Rules
2 people
41
Set up caravans
6 people
42
Give the opening speech
43
Set the parade off
4 people
44
Staff traffic points
6 people
45
Supervise the parade
4 people
46
Take photos of the parade
2 people
47
Guide caravans to the final location
4 people
48
Assist with parking at the final location
4 people
49
Serve welcome drinks
3 people
50
Serve snacks
3 people
51
Prepare barbecue
3 people
52
Operate barbecue
4 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Provide music
56
Monitor the caravans
2 people
57
Announce the final departure
58
See participants off
3 people

Aftercare

59
Clear the buffet
3 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Take down party tents
4 people
63
Remove route signs
4 people
64
Collect waste
4 people
65
Clean the grounds
4 people
66
Return materials
3 people
67
Return borrowed items
2 people
68
Store leftover stock
2 people
69
Check 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 40
Beer tablesqty 6
Buffet tablesqty 4

Tableware

Reusable platesqty 180
Reusable cupsqty 250
Wine glassesqty 80
Cutlery setsqty 180
Serving bowlsqty 12
Serving plattersqty 10

Kitchen

Barbecueqty 3
BBQ toolsqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Food warmersqty 4

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 4

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 8
Balloonsqty 150
Tablecloth rollsqty 4

Traffic equipment

Traffic conesqty 30
Crowd control barriersqty 12
Route arrowsqty 20
Reflective vestsqty 12
Parking signsqty 20

Information

Bib numbersqty 60
Wristbandsqty 180
Route mapsqty 80
Clipboardsqty 6
Waterproof markersqty 12
Pen setsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 4
Washing-up tubsqty 4
Spongesqty 12
Tea towelsqty 20

Catering

Groceries

Tips

Secure the route before opening registration. Check every road, turning point and stopping area in person, then allow time for permits and traffic measures before sending invitations.
Set a registration deadline at least 10 days before the parade. Use the final list to register licence plates, number wristbands and send each participant the route map and arrival instructions.
Reserve the start and finish locations separately. Confirm parking spaces, toilets and power access at both sites, and tell guests exactly where to park so the convoy can leave on time.
Brief traffic controllers before the event, not on the morning itself. Give them the route, their positions, high-visibility equipment and a clear procedure for stopping or regrouping the parade.
Buy and prepare refreshments around the schedule. Chill drinks the day before, prepare snacks before vehicles arrive, and check that coolers, tables, serving equipment, extension cords and lighting are ready at the venue.

Frequently asked questions

How far in advance should I organise a caravan parade?: Start at least 8 to 12 weeks ahead. This gives you time to confirm the route, apply for permits and traffic measures, reserve the start and finish locations, and collect registrations.
When should caravan parade registration close?: Close registration about 10 days before the parade. You need the final participant list to register licence plates, prepare wristbands, plan parking and send accurate route information.
What should I check one week before a caravan parade?: Recheck the route, permits, parking, toilets, insurance and the weather forecast 7 days before the event. Also confirm traffic controllers, venue access, equipment delivery and the final number of participants.
How much food and drink do I need for a caravan parade?: For the first hour, plan on 2 to 3 drinks per person, then add water and non-alcoholic options. Prepare snacks for the full registered group and keep extra portions available for late arrivals or longer stops.

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.