St. Martin’s Parade Checklist

A St. Martin’s parade needs more than lanterns and a route. You’ll need to confirm permissions, guide people safely, coordinate volunteers and prepare a warm finish with soup and drinks. This checklist puts the work in a practical order, from recording the date and route to putting up signs and distributing lanterns. Use it to spot the details that are easy to leave until the last day, such as weather checks, charged radios and tested sound equipment.

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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
Apply for permits and notifications
Confirm start and finish locations
Check the route for safety
3 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Register volunteers
2 people
Assign guides to the route
2 people
Calculate catering quantities
2 people
Reserve tables and chairs
Check lanterns and lights
2 people
Test sound equipment
2 people
Check the weather forecast
Distribute route information
2 people
Instruct traffic marshals
3 people
Print the program and times
Prepare name badges
2 people
Prepare lantern distribution
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare soup base
3 people
Bring materials to the venue
4 people
Put up route signs
3 people
Set up traffic barriers
4 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Hang decorations
3 people
Hang string lights
3 people
Set up sound system
2 people
Prepare coffee and tea
3 people
Bring soup to temperature
3 people
Set up the distribution point
3 people
Prepare first aid kit
Set up the registration table
2 people

Event

Register volunteers
2 people
Receive participants
4 people
Distribute lanterns
4 people
Give safety instructions
2 people
Set the parade off
4 people
Guide the lead group
3 people
Escort the rear group
3 people
Secure intersections
6 people
Keep the route clear
4 people
Support latecomers
2 people
Take photos
Receive participants back
4 people
Serve hot soup
4 people
Serve hot drinks
3 people
Serve sandwiches and cookies
3 people
Refill drinks
2 people
Empty trash bins
2 people
Collect lanterns
3 people
Provide music
See off the last visitors
2 people

Aftercare

Remove traffic barriers
4 people
Remove route signs
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Collect tableware
3 people
Sort waste
3 people
Clean the venue
4 people
Wash kitchen equipment
3 people
Pack audio equipment
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost items
Check the route for litter
3 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Tablecloth coversqty 8
Coat racksqty 2

Decorations

St. Martin's flagsqty 10
Paper garlandsqty 12
Paper starsqty 40
Lanternsqty 120
Lantern polesqty 120
LED tea lightsqty 150
Reflective ribbonsqty 30
Arrows for route signsqty 20
Chalkboard standsqty 4

Lighting

LED string lightsqty 6
Work lightsqty 4
Extension cordsqty 6
Cable reelsqty 3

Equipment

Portable speakersqty 2
Wireless microphonesqty 2
Music player
Walkie-talkiesqty 8
Megaphone
Power banksqty 6
Charging cablesqty 8
Power stripsqty 6
Thermos flasksqty 8
Soup kettlesqty 3

Kitchen

Large soup ladlesqty 4
Serving spoonsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Mixing bowlsqty 4
Food warmersqty 4

Tableware

Soup bowlsqty 130
Mugsqty 130
Water glassesqty 130
Teaspoonsqty 130
Soup bowl cratesqty 4

Catering

Serving traysqty 8
Bread basketsqty 6
Drink dispensersqty 4
Coolersqty 4
Thermos cupsqty 20
Groceries

Safety

Traffic barriersqty 12
Reflective vestsqty 20
Flashlightsqty 10
First aid kitsqty 2
Fire blanketsqty 2
Non-slip matsqty 8
Barrier tapeqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Cleaning spongesqty 8
Storage binsqty 12

Tips

Start with the route and permissions. Record the date, confirm the start and finish points, check the route for hazards and submit permits or notifications before sending invitations.
Set a clear volunteer structure at least 1 week before the parade. Register helpers, assign route guides and brief traffic marshals on crossings, spacing and what to do if someone gets separated.
Check every light and communication device 2–3 days beforehand. Test lanterns, LED tea lights, work lights, speakers and microphones, and charge walkie-talkies, power banks and other equipment.
Prepare the finish area before parade day. Reserve enough tables and chairs, set up non-perishable supplies, prepare the soup base, chill drinks and check that soup kettles, ladles and serving spoons are ready.
Leave route signs and lantern distribution until the final setup window, not the morning of the event. Put up arrows and flags after checking the actual walking direction, then print and display the program and times.

Frequently asked questions

How far in advance should I plan a St. Martin’s parade?: Start recording the date and route at least 8–12 weeks ahead. Submit permits or notifications early, then use the final 2 weeks for registrations, volunteers, catering quantities and equipment checks.
How many volunteers do I need for a St. Martin’s parade?: Plan at least 1 route guide or marshal for each key crossing, plus 2–3 people for registration, lantern distribution and the finish area. Add a reserve of 10–15% so one absence does not leave a post uncovered.
When should I check the weather for the parade?: Check the forecast 7 days before the event and again 24 hours before starting. Make the final decision about tents, lighting, clothing guidance and any route adjustment on the day before the parade.
How early should I prepare soup and drinks for a St. Martin’s parade?: Prepare the soup base and set up non-perishable supplies on the day before where possible. Chill drinks at least 6 hours ahead, and bring soup kettles, thermos flasks and serving utensils to the venue before participants arrive.

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