What you need for a Three Kings procession

A Three Kings procession needs more than crowns and costumes. You’ll also need practical equipment for the route, a reception area and serving food and drinks afterward. Use the quantities in your plan to check what must be bought, borrowed or collected, then allow time to test lanterns, inspect costumes and confirm deliveries. The items most often forgotten are serving utensils, coat hangers, thermos flasks and clear route signage.

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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
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 12 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 12 aerosol cans
- Cocoa powder - 2 packs
- Granulated sugar - 4 kilograms
- Sweetener - 2 boxes
- Honey - 2 jars
- Lemons - 20 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Lemonade syrup - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 8 cartons
- Alcohol-free beer - 4 crates
- Beer - 4 crates
- Red wine - 12 bottles
- White wine - 8 bottles
- Alcohol-free wine - 6 bottles
- Mulled wine - 12 bottles
- Non-alcoholic mulled wine - 6 bottles
- Beef broth - 8 liters
- Vegetable broth - 8 liters
- Winter vegetables - 12 kilogram
- Onions - 4 kilograms
- Garlic - 6 bulbs
- Leek - 4 kilograms
- Carrots - 5 kilograms
- Celery - 2 kilograms
- Potatoes - 8 kilograms
- Diced tomatoes - 12 cans
- Chickpeas - 8 cans
- Lentils - 6 cans
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Cumin - 2 jars
- Bay leaves - 2 bags
- Thyme - 2 pots
- Olive oil - 3 bottles
- Fresh baguettes - 80 pieces
- Whole wheat bread - 20 loaves
- Gluten-free bread - 6 loaves
- Unsalted butter - 4 kilograms
- Young cheese - 5 kilogram
- Mature cheese - 4 kilogram
- Herb cream cheese - 20 tubs
- Hummus - 20 containers
- Chicken breast slices - 3 kilograms
- Ham - 3 kilograms
- Vegetarian spreads - 20 tubs
- Cucumbers - 12 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Grapes - 6 kilograms
- Apples - 8 kilograms
- Mandarins - 8 kilograms
- Bananas - 6 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Pretzels - 6 bags
- Popcorn - 6 bags
- Gingerbread - 8 packs
- Spiced cookies - 8 packs
- Three Kings cake - 6 pieces
- Apple pie - 4 pieces
- Vegan cake - 2 pieces
- Gluten-free cake - 2 pieces
- Vanilla sauce - 4 bottles
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Chili sauce - 2 bottles
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Compostable snack bags - 200 pieces
- Aluminum trays - 120 pieces
- Wooden stirrers - 300 pieces
- Paper straws - 200 pieces
- Plastic gloves - 4 boxes
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 80 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet cleaner - 4 bottles
- Sponges - 12 pieces
- Scouring sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Disposable aprons - 30 pieces
- AA batteries - 48 pieces
- AAA batteries - 48 pieces
- Gaffer tape - 6 rolls
- Cable ties - 200 pieces
- Rope - 4 rolls
- Chalk - 6 boxes
- Colored pencils - 10 boxes
- Coloring pages - 150 pieces
- Glitter stickers - 10 sheets

Tips

Plan serving equipment separately from tableware. For a reception, count plates, bowls, cups and cutlery per registered participant, then add at least 10% spare items for breakage, missing returns or last-minute guests.
For a hot reception, prepare enough thermos flasks and soup serving bowls for the full service period. Soup ladles, serving platters and tongs are easy to overlook because they are needed only once food arrives.
Check crowns, capes, costumes and staff sticks several days before the procession. Keep repair materials with the costumes rather than waiting until the day of the event.
Set up the reception area with tables, chairs, coat racks and hangers before participants return from the route. One coat rack without enough hangers quickly creates a pile of wet or damaged costumes.
Buy or collect decorations only after checking the route and venue layout. Gold fabrics, stars, bunting and nativity scenes need secure fixing points, while tents and tables need a dry indoor backup location if the weather changes.

Frequently asked questions

What should I buy for a Three Kings procession?: Plan for crowns, costumes, capes, staff sticks, lanterns and route signs, plus tables, chairs, coat racks and serving equipment. For the reception, include reusable plates, bowls, cups, coffee cups, tea glasses, knives, forks, spoons, ladles, platters and tongs.
How many cups and plates do I need per person?: Allow one reusable plate and bowl per person, plus at least two cups per person if the reception includes both hot and cold drinks. Add 10% spare tableware, especially when attendance is based on registrations rather than paid tickets.
When should I check the costumes and crowns?: Complete the first inventory at least one week before the procession. Repair costumes and replace missing crowns no later than two or three days beforehand, leaving the final day for packing and a quick visual check.
How much time do I need to prepare the reception equipment?: Have tables, chairs, coat racks, tablecloths and serving equipment ready at least two hours before participants return. Confirm catering deliveries and the menu one to two days in advance so missing items can still be replaced.

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