How to organise a tattoo from first booking to final parade

A tattoo combines marching bands, a public route, performances and timed crowd movement, so the order of your planning matters. Start by fixing the date and venue, then confirm performing groups before publishing the programme. Permits, traffic planning and neighbourhood communication need to be handled early, while equipment, volunteers and catering follow once the route is clear. The final week is for weather checks, briefings and visitor details; event day is for marking the route, testing sound and guiding people into position.

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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
Confirm date and location
2 people
2
Contact performing groups
2 people
3
Confirm performances and times
2 people
4
Apply for permits
5
Submit traffic plan
6
Make material reservations
7
Reserve catering and food truck
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Publish program and route
2 people
12
Inform the neighborhood and emergency services
13
Assign volunteers to stations
2 people
14
Brief crowd guides
2 people
15
Send briefing to performing bands
16
Check the weather forecast
17
Create the final visitor list
2 people
18
Buy groceries
3 people
19
Check equipment and tools
2 people
20
Sort wristbands and program booklets
2 people

Event

21
Mark off the venue and route
6 people
22
Set up tents
4 people
23
Set up tables and chairs
5 people
24
Mark audience sections
3 people
25
Set up stage elements
5 people
26
Set up the sound system
3 people
27
Connect lighting
3 people
28
Check power supply
2 people
29
Hang up decorations
3 people
30
Put up route signs
3 people
31
Place bins and bags
2 people
32
Set up the catering buffet
3 people
33
Chill drinks
2 people
34
Set up the coffee and tea station
2 people
35
Prepare snacks
3 people
36
Prepare changing rooms for bands
2 people
37
Perform sound check
3 people
38
Test the lighting
2 people
39
Receive corps
3 people
40
Direct parking
4 people
41
Staff the entrance and wristbands
3 people
42
Hand out programs
2 people
43
Guide audience to their seats
4 people
44
Give the opening speech
45
Support the drill show
4 people
46
Announce performances
47
Refill drinks
3 people
48
Restock snacks and nibbles
2 people
49
Serve coffee and tea
2 people
50
Dispose of catering waste
2 people
51
Guide the audience along the route
6 people
52
Keep audience sections secure
4 people
53
Handle the closing moment and thank-you speech
2 people
54
Guide the departing audience
5 people
55
See corps off
3 people

Aftercare

56
Turn off the sound system
2 people
57
Clean up catering
3 people
58
Collect waste
5 people
59
Take down tables and chairs
5 people
60
Take down tents
4 people
61
Remove decorations
3 people
62
Clean the venue
5 people
63
Remove traffic materials
4 people
64
Sort and count materials
2 people
65
Clean tableware and equipment
3 people
66
Return borrowed materials
2 people
67
Store leftover stock
2 people
68
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 180
High tablesqty 8
Buffet tablesqty 4
Dressing room racksqty 6
Clothes hangersqty 80

Equipment

Microphonesqty 3
Mixer
Speakersqty 4
Speaker standsqty 4
Music player
Extension cordsqty 10
Power stripsqty 8
Rechargeable walkie-talkiesqty 8
Power banksqty 4

Lighting

LED work lightsqty 8
String lightsqty 6
Battery lampsqty 12

Decorations

Buntingqty 10
Dutch flagsqty 6
Stage drapesqty 4
Balloonsqty 100
Balloon pumpqty 2
Cable tiesqty 200
Cable tiesqty 100

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving trays with lidsqty 8

Safety

Crowd barriersqty 30
Conesqty 40
Barrier tapeqty 6
Flashlightsqty 8
First aid kitsqty 2
Flashlight batteriesqty 24

Communication

Program boardsqty 8
Route signsqty 12
Information boardsqty 6
Permanent markersqty 12
Wristbandsqty 400
Program bookletsqty 350

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Microfiber clothsqty 20
Mopsqty 4

Catering

Groceries

Tips

Confirm the performing groups and their performance times before sending invitations. Build the public programme around confirmed arrivals, route sections and stage moments rather than provisional promises.
Start permits, the traffic plan and emergency-service notifications several weeks before the tattoo. A route change can affect access, audience sections, volunteer posts and the published programme at the same time.
Give each volunteer a named post and a short briefing before the event. Crowd guides should know where to stand, how to communicate by walkie-talkie and who makes decisions if the route becomes crowded.
Test the sound system before visitors arrive, including microphones, the mixer, speakers, speaker stands and extension cords. Keep charged power banks and work lights available because setup and pack-down can run outside daylight hours.
Plan the visitor flow as carefully as the performances. Mark the route and audience sections, set out tents, tables and chairs, then sort wristbands and programme booklets before the first band needs access to the venue.

Frequently asked questions

How far in advance should I organise a tattoo?: Begin at least 8 to 12 weeks before the event. Use that time to secure the date and venue, contact performing groups, apply for permits and submit the traffic plan; leave the final 7 days for briefings, weather checks and equipment checks.
When should I confirm the bands and programme?: Aim to confirm the performing groups and their times 4 to 6 weeks before the tattoo. Publish the programme and route only after the arrivals, performances and any stage elements are agreed.
How many volunteers do I need for a tattoo?: Assign at least one volunteer to every entrance, route crossing, audience section and backstage or performer access point. Final numbers depend on the route, but make the post list 1 to 2 weeks beforehand and brief everyone before setup starts.
When should I set up the tattoo venue?: Complete the main setup on the event day several hours before the first performance. Mark the route, build the tents, place tables and chairs, install stage elements and test the microphones and speakers before performers and visitors arrive.

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.