Pentecost procession checklist

A Pentecost procession needs more than a route and a service plan. You must secure permission, coordinate traffic and parish arrangements, and make sure volunteers know where to stand and what to carry. The final venue, rest stops, musicians, choir and printed materials also need firm deadlines. Use this checklist to work from the date and route through registrations, safety checks, refreshments and equipment without leaving essential details until the last week.

Organize this event for free with Lizzt

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
3 people
Apply for a permit
Inform the parish
Coordinate with police and municipality
2 people
Check insurance
Check the route for safety
3 people
Set up rest stops
2 people
Reserve starting location
Reserve final venue
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign traffic marshals
2 people
Assign banner carriers
Confirm musicians
Confirm choir
Select songs
3 people
Collect prayers and texts
2 people
Print the program
2 people
Print route maps
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Wash and cut fruit
2 people
Set out coffee and tea
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Set up sound equipment
3 people
Check power supply
2 people
Set up banners
2 people
Set out the processional cross
2 people
Place floral arrangements
3 people
Put up route signs
3 people

Event

Staff traffic posts
6 people
Staff the reception desk
2 people
Register participants
3 people
Hand out programs
2 people
Hand Out Candles
2 people
Lead the opening prayer
2 people
Arrange the procession
5 people
Guide the procession
8 people
Arrange music along the route
5 people
Staff the first round of the rest stop
3 people
Staff the second break stop
3 people
Refill drinks
2 people
Serve coffee and tea
3 people
Serve sandwiches and snacks
4 people
Lead the closing service
4 people
Announce the program
Supervise children's activities
3 people
Collect waste
3 people
Check toilets
Check the sound level
Register lost property
See off the last visitors
3 people

Aftercare

Pack flags and crosses
3 people
Dismantle audio equipment
3 people
Take down tables and chairs
5 people
Take down party tents
6 people
Wash dishes
4 people
Clean the kitchen
3 people
Clean the grounds
5 people
Dispose of waste
3 people
Remove route signs
3 people
Hand over the venue
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Store the decorations
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Beer tablesqty 6
Tablecloth clipsqty 20

Tableware

Reusable platesqty 100
Reusable cupsqty 150
Coffee cupsqty 100
Tea glassesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 4
Measuring cupsqty 4
Coolersqty 8
Serving traysqty 12
Food containersqty 20

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Battery-powered speakersqty 2
Wireless microphonesqty 3
Mixer
Extension cordsqty 8
Power stripsqty 6
Route signsqty 20
Crowd control barriersqty 12
Traffic conesqty 24
Flashlightsqty 10
Walkie-talkiesqty 10
Megaphonesqty 2
First aid kitsqty 2
Fire extinguishersqty 2
Umbrellasqty 12

Lighting

LED string lightsqty 6
Battery lanternsqty 12

Decorations

Processional bannersqty 8
Processional cross
Flower arrangementsqty 8
Table decorationsqty 12
Colored ribbonsqty 12
Buntingqty 10

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries

Tips

Set the date and route before inviting people. Apply for the permit and coordinate with the police and municipality as early as possible, because route changes can affect both traffic control and the final venue.
Walk the full route with the safety team before printing anything. Mark rest stops, check difficult crossings and decide how many traffic marshals are needed at each point rather than assigning them on the day.
Confirm volunteers in separate roles: traffic marshals, banner carriers, hospitality helpers, musicians and choir members. Send each person their meeting point and arrival time at least one week beforehand.
Print the programme and route maps only after the songs, prayers, texts and route have been approved. Prepare enough copies for registered participants plus a small reserve, and keep a digital copy with the coordinator.
Plan the refreshments around the stop and final venue. Check reusable plates, cups, coffee and tea equipment, coolers, serving utensils, tables, chairs, extension cords and battery-powered sound equipment before shopping and chilling drinks.

Frequently asked questions

How far in advance should I apply for a Pentecost procession permit?: Start the permit application at least 8 to 12 weeks before the procession. Contact the municipality and police at the same time, since they may request the route, expected attendance, traffic plan and insurance details.
When should I send invitations for a Pentecost procession?: Send invitations 4 to 6 weeks before the event, once the date, starting location and route are confirmed. Set a registration deadline about 10 days before the procession so you can collect dietary requirements and plan refreshments.
How many volunteers do I need for a Pentecost procession?: The number depends on the route, but assign at least one traffic marshal to every controlled crossing and separate people for banners, hospitality, music and coordination. Confirm the full volunteer rota no later than 7 days before the event.
When should I print the programme and route maps?: Print them 3 to 5 days before the procession, after the songs, prayers, texts and route have been checked. Keep 10% extra copies for late registrations, replacements and people joining along the route.

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.