How to organise a Three Kings procession

A Three Kings procession combines a public route, participants in costume and a reception afterwards, so the order of preparation matters. Start by fixing the date and route, then arrange permits, traffic measures and a venue before inviting people. Registration gives you numbers for costumes, catering and dietary requirements. In the final week, check the weather, test lanterns, confirm deliveries and prepare a realistic indoor backup programme.

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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
3 people
2
Submit permits and notifications
2 people
3
Reserve a reception venue
4
Apply for traffic measures
2 people
5
Recruit parade guides
2 people
6
Send invitations
2 people
7
Open the registration form
8
Inform schools and associations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Publish route
12
Check the weather forecast
13
Prepare an indoor backup program
2 people
14
Inventory the costumes
2 people
15
Repair costumes
2 people
16
Check crowns
2 people
17
Test lanterns
2 people
18
Create a music playlist
19
Check music rights
20
Confirm the catering menu
2 people
21
Confirm deliveries
22
Make route signs
2 people
23
Print the program
2 people
24
Print participant list
25
Collect materials
3 people
26
Do the shopping
3 people
27
Store refrigerated items
2 people
28
Wash fruits and vegetables
2 people
29
Prepare soup
3 people
30
Prepare bread and toppings
3 people
31
Set up nativity scenes and decorations
2 people
32
Set up tables and chairs
3 people
33
Build party tents
4 people
34
Hang lighting
3 people
35
Hang decorations
3 people
36
Put up route signs
4 people
37
Set up barriers
4 people
38
Connect sound equipment
2 people
39
Test music and microphone
2 people
40
Set up the catering buffet
4 people
41
Chill drinks
2 people
42
Prepare coffee and tea
2 people
43
Distribute costumes
3 people

Event

44
Register participants
3 people
45
Distribute lanterns
3 people
46
Hand out crowns
2 people
47
Serve welcome drinks
3 people
48
Guide the King’s dance
3 people
49
Brief the parade
3 people
50
Lead the parade
4 people
51
Secure traffic crossings
8 people
52
Provide music during the parade
2 people
53
Guide participants along the route
6 people
54
Refill drinks
2 people
55
Check restroom facilities
2 people
56
Guide the photo moment
2 people
57
Close off the procession
3 people
58
Serve soup and bread
5 people
59
Cut the Three Kings cake
2 people
60
Provide the music program
2 people
61
Guide children during activities
4 people
62
Empty trash bins
2 people
63
Serve the last round
3 people
64
Guide guests to the exit
3 people

Aftercare

65
Clean up catering
4 people
66
Wash dishes
3 people
67
Turn off the sound equipment
2 people
68
Remove decorations
3 people
69
Collect route signs
4 people
70
Remove barricades
4 people
71
Take down party tents
4 people
72
Put furniture back
4 people
73
Collect waste
4 people
74
Clean the venue
4 people
75
Return borrowed materials
2 people
76
Wash and store costumes
2 people
77
Store lanterns and crowns
2 people
78
Store leftover food
2 people
79
Return non-perishable supplies

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 100
Buffet tablesqty 4
Coat racksqty 2
Clothes hangersqty 120
Coat racksqty 2
Tableclothsqty 12
High tablesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 180
Coffee cupsqty 100
Tea glassesqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Soup ladlesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 8
Soup bowls for servingqty 12

Decorations

Crownsqty 30
Costumesqty 30
Capesqty 12
Staff sticksqty 3
Nativity scenesqty 2
Star decorationsqty 8
Gold fabricsqty 6
Buntingqty 10
Decorative starsqty 12
Adhesive hooksqty 40

Lighting

LED lanternsqty 60
LED string lightsqty 8
Battery lampsqty 12
Spare batteriesqty 48

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Soup kettlesqty 4
Food warmersqty 4
Coolersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 8
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 20
Cut-resistant glovesqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 16
Flashlightsqty 8
Crowd control barriersqty 12
Traffic conesqty 20
Route arrowsqty 20
Ratchet strapsqty 12
Fire extinguishersqty 2

Registration

Registration tablesqty 2
Clipboardsqty 4
Pen setsqty 6
Name stickersqty 150
Wristbandsqty 150
Cash box
Program boardsqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Cleaning clothsqty 24
Trash bag holdersqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and route before opening registration. Allow at least 6–8 weeks for permits, traffic measures and communication with schools and associations.
Use registration numbers to plan costumes, crowns, capes and catering. Close registration several days before the procession so dietary requirements and the participant list can be processed in time.
Treat the route as an operational plan, not just a line on a map. Recruit parade guides, publish the route, prepare signs and print a programme and participant list before the event day.
Check every light and costume in advance. Test lanterns, inspect crowns and repair costumes at least one week before the procession; missing fasteners and dead batteries are difficult to replace on the day.
Plan the reception around the weather and the expected arrival time. Confirm catering and deliveries, and keep party tents, tables, chairs, coat racks and serving equipment ready if the procession ends outdoors or in a crowded venue.

Frequently asked questions

How far in advance should I organise a Three Kings procession?: Start about 6–8 weeks ahead. This gives you time to record the date and route, submit permits and notifications, arrange traffic measures, reserve the reception venue and recruit parade guides.
When should registration for a Three Kings procession close?: Close registration 5–7 days before the procession. You need the final number of participants for costumes, crowns, catering, dietary requirements and the printed participant list.
What should I do if the weather forecast is bad?: Check the forecast 3–5 days before the event and again on the morning itself. Prepare an indoor backup programme in advance rather than trying to redesign the procession after the route has been cancelled.
What needs to be checked in the final week?: Confirm the catering menu and deliveries, inspect costumes and crowns, test lanterns, check music rights, finish route signs and collect all materials. Complete these checks at least 2 days before the procession so there is time to fix omissions.

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