How to organise a Christmas procession

Start with the route, not the decorations. Set the start and finish points, choose rest stops and allow enough time for permits, traffic control and volunteer cover before inviting participants. Then build the procession around the route: confirm musicians, floats and costumes, publish practical information, and prepare registration and refreshments. A final weather check and lighting test should happen close to the day so changes reach everyone in time.

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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
Set route and rest stops
2 people
2
Submit permit application
3
Confirm start and finish locations
4
Recruit parade guides
2 people
5
Contact musicians and extras
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Update participant list
10
Distribute the route map
2 people
11
Order traffic signs
12
Reserve crowd-control barriers
13
Check Christmas Costumes
2 people
14
Decorate Christmas floats
4 people
15
Test light decorations
2 people
16
Compile the music playlist
17
Create volunteer schedule
18
Prepare briefing for supervisors
19
Check the weather forecast
20
Inform participants about changes
21
Check the shopping list
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Prepare the registration desk
26
Set out route arrows
2 people
27
Set up the start location
3 people
28
Set up crowd-control barriers
4 people
29
Place lighting along the route
4 people
30
Set up tables and tents
4 people
31
Connect the sound system
2 people
32
Set up Christmas trees and decorations
3 people
33
Set up the coffee and tea station
2 people
34
Set out snacks and tableware
2 people

Event

35
Receive participants
4 people
36
Hand out wristbands
2 people
37
Hand out Christmas costumes
2 people
38
Guide children to the starting area
4 people
39
Test music and microphone
2 people
40
Serve hot drinks
3 people
41
Serve snacks
3 people
42
Refill drinks
2 people
43
Open the parade
2 people
44
Guide the lead group
4 people
45
Guide the Middle of the Procession
4 people
46
Escort the rear group
4 people
47
Block off intersections
6 people
48
Check route arrows
2 people
49
Guide the photo moment
2 people
50
Support awards ceremony
2 people
51
Provide music
52
Accompany Christmas carols
3 people
53
See off the last visitors
3 people
54
Collect lost property

Aftercare

55
Empty trash bins
3 people
56
Collect tableware and materials
4 people
57
Take down tables and tents
4 people
58
Remove lighting
3 people
59
Remove barriers and signs
4 people
60
Sweep the route clean
4 people
61
Clean kitchen equipment
2 people
62
Clean the venue
4 people
63
Return Christmas floats
3 people
64
Wash and store costumes
2 people
65
Return borrowed materials
2 people
66
Store leftover stock
2 people
67
Check and clean the route signs
2 people
68
Register lost property
69
Share photos with participants
70
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 opening registrations. Confirm the start and finish locations, then distribute a route map that shows meeting points, rest stops and the expected finish time.
Submit the permit application early and order traffic signs and crowd barriers only after checking the route requirements. Leave at least two weeks for permit questions or requested changes.
Assign guides and supervisors to specific route sections, not just to the procession as a whole. Prepare a written briefing and a volunteer schedule so every section has cover from the start until the finish.
Test every string light and battery lantern after the floats are decorated, preferably after dark. Check Christmas costumes and Santa hats at the same time, because missing batteries, loose wiring and incomplete outfits are easy to overlook.
Prepare the registration desk, snacks and hot drinks before participants arrive. Chill drinks in advance, fill thermos flasks, and keep cups, plates, cutlery and serving trays together so the refreshment stop does not become a bottleneck.

Frequently asked questions

How early should I apply for a Christmas procession permit?: Apply as soon as the route and date are fixed, ideally at least 4 to 6 weeks before the procession. Authorities may ask for route details, traffic signs, crowd barriers or steward arrangements, so leaving this until the final week can delay approval.
How many volunteers do I need for a Christmas procession?: Plan one guide or supervisor for each route section, plus at least two people at registration and two people at the main refreshment stop. Add one or two reserves so sickness or late arrivals do not leave a section uncovered.
When should I send the route map to participants?: Send the route map with the practical event information at least 7 days before the procession. Send a final update 24 hours before the start if the weather, route, meeting point or timing changes.
How long before the procession should I prepare the drinks and snacks?: Buy non-perishable snacks and supplies several days ahead, then prepare the refreshment station on the day itself. Chill drinks at least 4 hours beforehand and fill thermos flasks shortly before participants arrive so hot drinks stay warm.

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.