What you need for a procession

A procession needs more than banners and a cross. You also need practical equipment for the route, a safe way to guide people through intersections, and enough serving supplies for the reception afterwards. This shopping list covers furniture, tableware, decorations, sound equipment, lighting, refreshments, and safety items. Check quantities against your expected attendance, route length, and volunteer team before buying or borrowing anything.

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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
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea selection - 2 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Apple juice - 6 packs
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Bananas - 5 kilograms
- Apples - 5 kilograms
- Grapes - 4 kilograms
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Baguettes - 12 pieces
- Mini sandwiches - 120 pieces
- Hummus - 2 kilograms
- Cream cheese - 1 kilogram
- Cheese - 2 kilograms
- Vegetarian spreads - 1 kilogram
- Butter - 1 kilogram
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty sticks - 4 bags
- Cookies - 6 packs
- Gluten-free crackers - 3 packs
- Nut-free snacks - 4 packs
- Ice cubes - 12 bags
- Lemons - 2 kilograms
- Spice mix - 2 jars
- Napkins - 300 pieces
- Paper cups - 150 pieces
- Wooden stirrers - 200 pieces
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Hand soap - 4 bottles
- Hand gel - 4 bottles
- Paper towels - 6 packs

Tips

Plan seating and serving equipment for the reception, not just the procession. Folding chairs, tables, tablecloths, plates, cutlery, serving platters, and reusable cups are easy to overlook until setup day.
Prepare route equipment in advance: traffic cones, crowd-control barriers, reflective vests, walkie-talkies, and megaphones should be grouped by intersection so volunteers can collect them quickly.
Allow at least one working light source for every dark or poorly lit section of the route. Rechargeable lamps and flashlights are useful backups when power or street lighting is unreliable.
Keep drinks cold and hot drinks usable for the full reception period. Use coolers for chilled drinks and thermos flasks for coffee or tea; chill drinks on the day before if possible.
Test the portable sound system, wireless microphones, extension cords, and power strips at least 24 hours beforehand. Bring spare batteries or fully charge rechargeable equipment before departure.

Frequently asked questions

What supplies do I need for a procession?: You need route and safety equipment, such as banners, a processional cross, traffic cones, barriers, reflective vests, first aid kits, and flashlights. For the reception, plan tables, chairs, reusable glasses and cups, plates, cutlery, serving platters, coolers, and thermos flasks.
How many drinking glasses do I need for a procession reception?: Plan at least 1.5 reusable drinking glasses per guest if you can wash or collect them during the reception. For a two-hour reception without washing facilities, use about 2 glasses per guest, plus reusable coffee cups for anyone drinking hot drinks.
What safety equipment is needed along the procession route?: Prepare traffic cones and crowd-control barriers for intersections or narrow sections, and give each route volunteer a reflective vest. Keep at least 1 first aid kit at the reception point and carry flashlights for any section used after dark.
When should I prepare the procession equipment?: Collect and check the equipment 24 hours before the procession, including banners, lanterns, sound equipment, walkie-talkies, and power supplies. Chill drinks the day before and pack route and reception supplies separately on the morning of the event.

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