Palm Sunday procession checklist

A Palm Sunday procession needs more than palm branches and a route. Confirm the date and route first, then arrange permissions, traffic control, start and finish locations, and participant communication. In the final week, check registrations, dietary requirements, the weather forecast and the condition of the palm branches. On the day, allow time to mark the route, set up seating and tables, prepare drinks and snacks, and brief volunteers before people arrive.

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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

Record date and route
2 people
Arrange permits and notifications
Reserve starting location
Reserve final venue
Arrange traffic control
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send route to participants
Order palm branches
Check the weather forecast
Do the shopping
2 people
Check palm branches
2 people
Prepare Palm Sunday Sticks
4 people
Sort refreshments
2 people
Prepare route signs
2 people
Print volunteer instructions

Event

Bring materials to the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Hang decorations
3 people
Mark route
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Hand out Palm Sunday sticks
3 people
Register participants
2 people
Deliver the welcome speech
Give safety instructions
2 people
Lead the parade
6 people
Guide those staying behind
2 people
Take photos
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Supervise children's activities
3 people
Collect waste along the way
2 people
See participants off
2 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the venue
3 people
Remove directional signs
2 people
Dispose of waste
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 60
Foldable tablesqty 2

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 6

Decorations

Palm branchesqty 100
Wooden crossing sticksqty 80
Colored crepe paperqty 20
Ribbonsqty 100
Rope rollsqty 4
Easter flagsqty 20
Directional signsqty 12

Equipment

Portable speaker
Megaphoneqty 2
Extension cordsqty 3

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Broomsqty 2
Dustpan and brushqty 2
Mop setsqty 2

Safety

Safety vestsqty 12
Flashlightsqty 4
First aid kit
Barrier tapeqty 4

Catering

Groceries

Tips

Confirm permits, notifications and traffic control before sending invitations. Participants need the final route and meeting point early enough to plan their journey, especially if roads or parking are affected.
Order palm branches with time to inspect them before the procession. Keep a small reserve and prepare the Palm Sunday sticks before volunteers and participants begin assembling.
Prepare the route signs and volunteer instructions at least one day ahead. On the morning, mark the route before the first group arrives and check that signs are visible at every turn.
Set up the final venue before the procession returns: tables, chairs, waste bins and serving trays should already be in place. Chill drinks and prepare coffee and tea while there is still time to solve equipment problems.
Check power and lighting before dusk or poor weather becomes an issue. Test the portable speaker or megaphone, extension cords, LED lamps and string lights before guests arrive, and keep refreshments covered until serving time.

Frequently asked questions

How far in advance should I plan a Palm Sunday procession?: Start recording the date and route at least 6 to 8 weeks ahead. Use that time to arrange permits, notify relevant authorities, reserve the starting and final venues, and organise traffic control.
How many palm branches do I need for a Palm Sunday procession?: Plan one palm branch or prepared Palm Sunday stick per registered participant, plus about 10% extra for damaged or missing branches. Check the delivery several days before the procession so replacements can still be arranged.
When should I send the route to participants?: Send the confirmed route and meeting point as soon as registrations open, then send a final reminder 3 to 5 days before the event. Include any arrival time, traffic restrictions and information about the final venue.
When should I prepare refreshments for the procession?: Set out snacks shortly before participants return and prepare coffee and tea during the final setup period. Chill drinks at least 3 hours beforehand, and confirm dietary requirements no later than 3 days before the event.

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