Three Kings procession checklist

A Three Kings procession needs more than costumes and crowns. You have to secure the route, submit permits, coordinate guides, manage registrations and prepare a reception that works for children and adults. Start with the date and route, then work toward transport, catering and printed materials. This checklist also covers details that are easy to leave too late, such as dietary requirements, music rights, lantern tests and an indoor backup programme.

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
Submit permits and notifications
2 people
Reserve a reception venue
Apply for traffic measures
2 people
Recruit parade guides
2 people
Send invitations
2 people
Open the registration form
Inform schools and associations
2 people
Process registrations
2 people
Collect dietary requirements
Publish route
Check the weather forecast
Prepare an indoor backup program
2 people
Inventory the costumes
2 people
Repair costumes
2 people
Check crowns
2 people
Test lanterns
2 people
Create a music playlist
Check music rights
Confirm the catering menu
2 people
Confirm deliveries
Make route signs
2 people
Print the program
2 people
Print participant list
Collect materials
3 people
Do the shopping
3 people
Store refrigerated items
2 people
Wash fruits and vegetables
2 people
Prepare soup
3 people
Prepare bread and toppings
3 people
Set up nativity scenes and decorations
2 people
Set up tables and chairs
3 people
Build party tents
4 people
Hang lighting
3 people
Hang decorations
3 people
Put up route signs
4 people
Set up barriers
4 people
Connect sound equipment
2 people
Test music and microphone
2 people
Set up the catering buffet
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Distribute costumes
3 people

Event

Register participants
3 people
Distribute lanterns
3 people
Hand out crowns
2 people
Serve welcome drinks
3 people
Guide the King’s dance
3 people
Brief the parade
3 people
Lead the parade
4 people
Secure traffic crossings
8 people
Provide music during the parade
2 people
Guide participants along the route
6 people
Refill drinks
2 people
Check restroom facilities
2 people
Guide the photo moment
2 people
Close off the procession
3 people
Serve soup and bread
5 people
Cut the Three Kings cake
2 people
Provide the music program
2 people
Guide children during activities
4 people
Empty trash bins
2 people
Serve the last round
3 people
Guide guests to the exit
3 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Collect route signs
4 people
Remove barricades
4 people
Take down party tents
4 people
Put furniture back
4 people
Collect waste
4 people
Clean the venue
4 people
Return borrowed materials
2 people
Wash and store costumes
2 people
Store lanterns and crowns
2 people
Store leftover food
2 people
Return non-perishable supplies

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 100
Buffet tablesqty 4
Coat racksqty 2
Clothes hangersqty 120
Coat racksqty 2
Tableclothsqty 12
High tablesqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable cupsqty 180
Coffee cupsqty 100
Tea glassesqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 120
Soup ladlesqty 6
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 8
Soup bowls for servingqty 12

Decorations

Crownsqty 30
Costumesqty 30
Capesqty 12
Staff sticksqty 3
Nativity scenesqty 2
Star decorationsqty 8
Gold fabricsqty 6
Buntingqty 10
Decorative starsqty 12
Adhesive hooksqty 40

Lighting

LED lanternsqty 60
LED string lightsqty 8
Battery lampsqty 12
Spare batteriesqty 48

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Soup kettlesqty 4
Food warmersqty 4
Coolersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 8
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 20
Cut-resistant glovesqty 4

Safety

First aid kitsqty 2
Reflective vestsqty 16
Flashlightsqty 8
Crowd control barriersqty 12
Traffic conesqty 20
Route arrowsqty 20
Ratchet strapsqty 12
Fire extinguishersqty 2

Registration

Registration tablesqty 2
Clipboardsqty 4
Pen setsqty 6
Name stickersqty 150
Wristbandsqty 150
Cash box
Program boardsqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Cleaning clothsqty 24
Trash bag holdersqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and route before opening registration. Permit applications, traffic measures and route notifications may need several weeks, so do not wait until the participant list is complete.
Close registrations early enough to process names and dietary requirements before catering is confirmed. Allow at least 7 days between the registration deadline and the event for printing lists and final menu checks.
Check every costume, crown, cape, staff stick and lantern at least 7 days before the procession. Repairs and missing parts are much harder to solve on the event day.
Prepare the reception layout before deliveries arrive: place buffet tables, serving tables, chairs, coat racks and tableware according to the expected group size. Keep soup serving equipment and thermos flasks together so volunteers do not have to search during service.
Check the weather forecast 3 days before the procession and define the switch point for the indoor programme. Print route signs, the programme and the participant list only after the route and schedule are final.

Frequently asked questions

How early should I apply for a Three Kings procession permit?: Submit permits, notifications and traffic-measure requests as soon as the date and route are fixed. Allow at least 6 to 8 weeks for processing, and check the local authority’s requirements before publishing the route.
When should registration close for a Three Kings procession?: Close registration at least 7 days before the event. That gives you time to process the participant list, collect dietary requirements, confirm catering quantities and print the final documents.
How many parade guides do I need?: Plan for at least one guide at the front, one at the rear and one guide at each major crossing or route change. For a larger group, add one guide for every 25 to 30 participants so the procession stays together.
When should I prepare a backup plan for bad weather?: Choose the indoor venue and programme at least 2 weeks in advance, then check the forecast 3 days before the procession. Tell volunteers and participants when the final weather decision will be made.

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.