Procession planning checklist

A procession needs more than a route and a starting time. You must secure permits, confirm the church and meeting point, arrange traffic control, and know who carries the processional cross and banners. Registrations, dietary requirements, music, prayers and transport of equipment also need a clear deadline. Use this checklist to work from permissions and bookings to route checks, safety equipment, refreshments and final weather decisions.

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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

Draft a route proposal
2 people
Apply for a permit
Reserve church and starting point
Request traffic control
Check insurance coverage
Confirm officiants
Book musicians
Recruit carriers
2 people
Recruit volunteers
2 people
Send invitations
2 people
Announce the route
Process registrations
2 people
Collect dietary requirements
Finalize the program and prayers
2 people
Select music and songs
2 people
Check route permit
Check the weather forecast
Confirm weather scenario
2 people
Do the shopping
2 people
Collect materials
2 people
Check the route
2 people
Mark intersections
2 people
Check banners and pennants
2 people
Check candles and lanterns
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print participant list
Print volunteer schedule
Prepare the church space
4 people
Set up the reception table
2 people
Setting up the refreshment point
3 people
Set up tables and chairs
4 people
Test sound equipment
2 people
Set out the musical instruments
2 people
Set up the processional cross
2 people
Put up pennants and banners
4 people
Fill and hand out candles
3 people
Set Up Route Barricades
4 people
Instruct traffic marshals
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Hand out program booklets
2 people
Arrange the procession
4 people
Lead the opening prayer
2 people
Guide the procession
8 people
Staff traffic points
6 people
Arrange music along the route
4 people
Oversee candles and lanterns
3 people
Receive participants back
4 people
Serve drinks and snacks
4 people
Refill drinks
2 people
Lead evening service
4 people
Safely extinguish candles
3 people
See participants off
3 people

Aftercare

Remove the barriers
4 people
Storing banners and crosses
3 people
Turn off the sound equipment
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the church space
4 people
Check the route for litter
3 people
Count and store materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive permit documents

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Reception desk
Party tentsqty 2
Drink buffet

Tableware

Reusable drinking glassesqty 100
Reusable coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Decorations

Processional cross
Bannersqty 6
Procession bannersqty 4
Candle holdersqty 60
Lanternsqty 12
Tableclothsqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Megaphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Walkie-talkiesqty 8

Lighting

Rechargeable lampsqty 8

Safety

Traffic conesqty 12
Crowd control barriersqty 8
Reflective vestsqty 12
First aid kitsqty 2
Flashlightsqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Coffee machinesqty 2
Kettlesqty 2
Ice cube traysqty 6
Storage boxesqty 12
Serving traysqty 6

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3

Organization

Program bookletsqty 100
Route mapsqty 20
Clipboardsqty 8
Ballpoint pensqty 20
Wristbandsqty 100

Catering

Groceries

Tips

Start the route proposal and permit application before inviting people. Allow at least 6–8 weeks for approvals, and do not announce the final route until the permit is confirmed.
Assign named people to the procession cross, banners, candles, lanterns, sound system and refreshments. Recruit carriers and volunteers early; a last-minute call rarely covers every crossing and reception task.
Check every intersection on the route shortly before the event, then place traffic cones, barriers and reflective vests where agreed. Give volunteers walkie-talkies or another clear communication method, especially if the group will spread out.
Set registration and dietary-requirement deadlines at least 7 days before the procession. This gives you time to plan plates, cutlery, reusable glasses, coffee cups, serving platters and enough chilled drinks.
Make the weather decision the day before and communicate it to participants, musicians and volunteers. Test rechargeable lamps, microphones, extension cords and power strips before departure rather than at the starting point.

Frequently asked questions

How far in advance should I organize a procession?: Start planning 6–8 weeks ahead if the procession needs a route permit, traffic control or a church booking. Set the route, officiants, musicians and volunteer leads first; send invitations only after the main route is realistic.
When should I apply for a procession permit?: Apply as soon as you have a draft route, preferably at least 6 weeks before the event. Check the approved route again during the final week and keep the permit details with the route coordinator.
How many volunteers do I need for a procession?: Plan at least one responsible volunteer for each major role: route coordination, registration, sound, refreshments and every crossing that needs supervision. Add extra people for carriers, banners, candles and the reception so no one has to leave their post.
When should I decide whether the procession can go ahead in bad weather?: Check the forecast 48 hours before the start and confirm the final weather scenario the day before. Tell participants and volunteers the decision no later than 12–24 hours in advance, including any change to the route or reception.

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.