Musical procession checklist

A musical procession needs more than musicians and a route. You must coordinate permits, participating music associations, traffic marshals, registration, the parade order and the final venue. This checklist covers the practical sequence, from confirming the route and locations to preparing signs, wristbands, refreshments and communication equipment. Start early with permissions and bookings; leave shopping, printing and setup for the final days. The full plan contains 61 tasks and 49 items to help you keep every detail visible.

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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

Finalize the route
2 people
Check permits
Invite music associations
2 people
Open participant registration
Process registrations
2 people
Collect dietary requirements
Reserve starting location
Reserve final venue
Book traffic marshals
2 people
Record emergency contact
Publish audience information
2 people
Distribute the route map
2 people
Send participant instructions
2 people
Compile the music program
2 people
Set parade order
2 people
Reserve materials
Check the shopping list
2 people
Do the shopping
3 people
Prepare route signs
2 people
Print participant list
Sort wristbands
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up tables
4 people
Build party tents
4 people
Set up chairs
3 people
Hang lighting
3 people
Hang decorations
3 people
Put up route signs
4 people
Set up barriers
4 people
Set up traffic posts
4 people
Set up the registration table
2 people
Prepare first aid supplies
2 people

Event

Receive musical instruments
3 people
Register participants
3 people
Set up the parade
4 people
Guide the audience along the route
4 people
Support the procession
8 people
Monitor traffic points
6 people
Guide music program
2 people
Hand out water
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Manage crowd flow
3 people
Lead the final music round
2 people
Check out participants
2 people

Aftercare

Collect instruments
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove barricades
4 people
Take down route signs
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Dismantle lighting
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Registration desk
Coat racksqty 2

Equipment

Coolersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone
Charging stationsqty 2

Tableware

Reusable drinking glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pouring jugsqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Balloon weightsqty 8
Stage drapesqty 4

Lighting

LED light stringsqty 6
Battery lanternsqty 8

Safety

Crowd control barriersqty 20
Traffic conesqty 30
Safety vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Paper goods

Route signsqty 12
Route mapsqty 100
Participant badgesqty 100
Wristbandsqty 100
Waterproof markersqty 8
Pensqty 20
Duct tapeqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Storage binsqty 12
Serving spoonsqty 8
Corkscrewsqty 2

Cleaning

Waste binsqty 10
Bucketsqty 4
Broom setsqty 3
Mop setsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Confirm the route and permits before inviting participants. Once the route is fixed, reserve both the starting location and final venue, then publish clear audience information and distribute the route map.
Open registration early and record dietary requirements and an emergency contact for every participant. Print the final participant list and sort wristbands only after registrations have been processed.
Book traffic marshals before the procession date and prepare safety equipment such as barriers, cones, safety vests, first aid kits and flashlights. Use walkie-talkies and a megaphone so the team can communicate along the route.
Compile the music programme and set the parade order before sending participant instructions. Include meeting time, starting point, route, performance expectations and what musicians should bring.
Do the shopping and venue setup close to the event, but chill drinks and prepare coffee, tea and snacks before participants arrive. Check access to power for coffee machines, charging stations, extension cords and lighting.

Frequently asked questions

How far in advance should I organise a musical procession?: Start route planning, permit checks and venue bookings at least 8 to 12 weeks before the procession. Open participant registration once the route and main locations are confirmed.
What should be included in a musical procession checklist?: Include 61 tasks across route planning, permits, registration, safety, music, communication, refreshments and setup. Allow time for 49 items, including barriers, traffic cones, walkie-talkies, tables, coolers and first aid kits.
When should I finalise the parade order and music programme?: Finalise both at least 7 days before the event, after registrations have been processed. Send participant instructions and the route map at the same time so everyone receives one consistent plan.
How much food and drink do I need for a musical procession?: Plan refreshments from the confirmed participant and crew numbers, then add a small buffer of around 10%. Prepare coffee, tea, water and snacks before arrival, and chill drinks on the day of the procession.

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.