Santa Claus Parade

• The early bird deadline is Friday, October 5. Applications received by this date will be considered first. The final application deadline is Friday, October 19. Applications submitted after this date will be considered only if there is space remaining in the parade.
• The Organizing Committee reserves the right to select participants that are best suited to the event. After review, if selected, you will be sent an approval email to confirm your participation.
• Participants are asked to incorporate the theme when dressing their walking group or designing their float. Commercial motorized vehicles must be decorated as a float. Participants not in compliance may be asked to withdraw from the parade.
• The name of the participating organization may appear on the sides, back or front of the Float. The name of a commercial business may appear on a sign in the following manner (if commercial entry fee paid), "Sponsored by...".
• Participants must be entertaining to a family audience primarily made up of children between the ages of 2 to 11. Please give considerable time and thought to the creativity and design of your walking group or float. 
• No participant may depict Santa Claus and/or Mrs. Claus.
• No participant or costume may depict anything political, controversial or otherwise offensive within the sole discretion of the Event Representative.
• Participants who choose to participate will be judged in the following categories: Best Non-Commercial Float, Best Commercial Float, Optimist Award, Mayor's Award, Best Themed Float and Best School Band.
• Participants are not allowed to solicit or distribute coupons/novelties, food and/or beverages. Candies will be distributed by official Parade volunteers only, unless otherwise authorized by the Event Representative.

Walking Group: Participants that walk the parade route only, with no float of any kind. 

Float: Participants that use a motorized vehicle (I.e. car, SUV, truck, truck with trailer, flatbed, bus, or motorcycle) to drive the parade route with all participants situated inside/on the motorized vehicle at all times.

Walking Group with Float: Participants that walk the parade route and drive the parade route with some participants situated inside/on the motorized vehicle at all times.

Using Richmond Hill’s online tool, ClearEvent, apply to be a participant by submitting a Parade Entry Form.

• Participants must submit all required documentation in order to complete their application; including required Certificate of Insurance Forms and the Assumption of Risks, Release of Liability, and Indemnity Agreement Waiver.
• Confirmed participants selected to participate will be notified by a confirmation email from ClearEvent.
• Participants can expect to receive an Event Orientation Package that will include final event details including the emergency contact person for event day, your parade order and section number, details regarding float judging, details regarding the staging and de-staging areas at the event, rules and regulations pertaining to the event, parade marshalling information, and transportation and safety information. 

Entertainers including marching bands, school bands, strolling performer, etc. are asked to complete the Event Services Entertainer Application Form.

General Liability Insurance:

• Successful participants must provide evidence of General Liability Insurance in the amount of $5,000,000 per occurrence and listing the Corporation of the Town of Richmond Hill as additional named insured. 
• Only a Town Certificate of Insurance form signed by and stamped by the insuring company will be acceptable (broker signature not acceptable).
• Town Certificates can be found at RichmondHill.ca/CertificatesofInsurance. Fill out the “General Liability - Standard Form” (and Umbrella & Automobile if required). 

Automobile Liability Insurance (Applicable to Float Participants only):

• In addition to providing the Town with evidence of satisfactory General Liability insurance, participants entering a float must also supply a copy of Automobile Liability Insurance  with a minimum of $2,000,000 million coverage per occurrence. 
• Only a Town Certificate of Insurance form signed by and stamped by the insuring company will be acceptable (broker signature not acceptable).

Assumption of Risks, Release of Liability, and Indemnity Agreement:

• Successful participants must supply copies of Assumption of Risks, Release of Liability, and Indemnity Agreement for all group members in the parade. 

For an alternate format of the forms, contact Event Services.  

A Resource Guide for Building & Theming your Float

Richmond Hill's Santa Claus Parade has been a community tradition since 1974.  The event attracts thousands of spectators of all ages and features a number of diverse floats, walking groups and marching bands. This year's theme is Rockin’ Around the Christmas Tree!

The parade will take place on Saturday, November 17 from 6 – 7:30 p.m. and will travel along Leslie Street from William F. Bell Parkway to Performance Drive.  Since this is an evening parade, entries are strongly encouraged to incorporate lights - the more lights, the better!

Prizes will be awarded for entrants, who have best adopted the parade theme, demonstrated creativity and originality and overall float construction.  One award will be presented for each of the following categories:

• Best Commercial Float
• Best Non-Commercial Float
• Best Themed Float
• Best School Band
• Mayor's Award
• Optimist Award

Theme:  Rockin’ Around the Christmas Tree!

Show off your holiday spirit and have some fun with this year’s theme, Rockin’ Around the Christmas Tree! Participants are encouraged to incorporate the theme into their music, costumes and float design.  

Incorporating the theme and consistency

Great events benefit from a consistent theme, so try not to represent too many different ideas. Good theming will provide a total and lasting impression of your idea and your float. Remember to build the theme and its suitability to your audience/guests. Your ideas should always be relevant to your venture/brand and be consistent in your messaging. If there is a specific message you want to portray on your float, the theme should strongly support it. Remember, you are now part of a night parade. Using lighting is strongly encouraged to make your float more visible and stand out in the dark.

Brainstorm ideas around the theme

Themes can be tied to almost anything, so be creative, but still remain relevant. Gather your float design team and idea-share everything that comes to mind when you think of our Rockin’ Around the Christmas Tree! Finish your session by narrowing down your ideas and deciding on best ways to work those ideas into the float design.

Engage your networks

Engaging your networks in the community is a great way to gather resources for your float. The more heads you have contributing to the design, the better! Reach out to your staff members, community volunteers, board members or contacts to engage them in your planning phase. Finding out the resources that are available to you may also give you elements that you can incorporate into your float.

Building your float / Apply the theme to your float

Once you've decided on ways to showcase the theme, you'll need the proper equipment and supplies to build your float to ensure all aspects of the theme are applied. The following list provides suggestions on how to start when building a float:

Building your float

• Assemble a float design team: Confirm who will work on your float. A float needs time and many hands on deck to be completed on time. 
• Confirm your budget: Once a budget is confirmed it's important to determine ways to fundraise to ensure you have the proper funds to build your float. You may want to consider borrowing items from a friend or family member to assist with building your float.
• Pick the platform for your float: You may choose to use a Low-Boy or Hay trailer. Any flatbed trailer in good condition will also work. However, make sure the trailer you choose is able to support the weight of the float. 
• Basic Framework: The first step after you have your platform is to build the basic framework. You have to decide just how elaborate your float frame must be based on its use. You will need more floor strength if you plan to have riders on the float then if you do not. Many floats will require that you build a frame over the existing platform. Other designs simply use the platform as is and add the superstructure needed for you design. 
• Head to your local hardware store: You'll need the basics to begin: paint, a staple gun and nails. You may wish to also include recycled materials such as tubes from inside wrapping paper or paper towels. Have fun! Get creative! 
• Power source (if needed): A small portable generator can be carried in the back of the truck towing the float with an extension cable connected to the electrical devices that need power. The generator and cables could also be concealed in the framework of your float. Make sure the generator is well ventilated so as to abate the risk of any fire.      

Decorating your float

• Materials for your float: Use the decorating material that is most appropriate and suitable for your float. Here is a list of the basic materials that can be used when decorating your float:
  • Puffs and Poms: Traditional technique for decorating. Give a very rich and consistent appearance and are available in a wide range of colours    
  • Chicken Wire: Serves as a support base for your decorations. This wire can be easily cut with tin spins and molded over the wooden structure into a wide variety of shapes.
  • Floral Sheeting: Can be used in areas that require great detail in shape. Add a vibrant look to your float.
  • Lighting: Wrapping lights around your decorations and/or trailer and vehicle is a great way to make your float more visible in the dark.
  • Additional Materials/Items: Streamers, gossamer rolls, paper mache, paint kit, curling ribbon, stuffed animals, boxes (gift wrapped as presents), sparking batting (available at Fabricland) to look like snow, old Christmas trees, etc...   
• Skirt your float: The objective is to build a float that seems to "float." The trick is to conceal the tires and the lower portion of your trailer with a "skirt." You can skirt down your float with either plywood or any type of fringe. Fringes come in several different colours and designs and are readily available online.

Dressing Up Your Walking Group

Walking groups are very important to the parade theme as well! Here are a few suggestions on how to incorporate the theme into your walking group.

• Wearing clothing that lights up - sweaters, hats, boots etc.
• Putting lights on your banners - string lights around the outside of your banner so it will light up the information and have it powered by a battery pack
• Attaching lights to any props that your group may be using or using props that light up - batons, baskets, gifts, stockings etc.

Using glow sticks and/or glow-in-the-dark paint - either face paint, or clothing paint will work well as long as it is in the light for a bit before the parade begins. 

What's Next?

Friendly Reminders

The Organizing Committee would ask that to keep in mind the following important areas to cover when your float is completed:

• Insurance and plating the float: Ensure that your float is properly insured and plated when driving pre and post Parade.
• Proper towing vehicle: Check with your local towing company to ensure that your float construction follows all regulations.
• Waivers: If you have staff members or volunteers standing on your float, have them sign off on a waiver form releasing your design team from liability.  
• Lead time: Ensure sufficient time is given to assemble your riding float. 
• Weather: Important to keep in mind that the weather can be unpredictable. When decorating, think about rain, snow, sleet, extreme temperatures and low lighting.
• Test drive your float: Once your float is completed, take it for a test run. This will give you the chance to see the mobility of the float, and if all the decorations are securely attached.
• Storing and taking it apart: Make sure you have the proper space to take your float apart and store it.
• Float purpose: Remember, it is not a commercial venture in so much as it is about participating and supporting the community.

Summary

We hope that this guide has given you some direction on ways to build your float around Richmond Hill's 2018 Santa Claus Parade theme Rockin’ Around the Christmas Tree! If you would like advice on ideas your planning team has come up with or would like some additional resources, please contact Event Services at events@richmondhill.ca or call 905-771-5508.

Suggested Float Décor Supplies/Location
paradefloatstuff.com
valleydecorating.com
victorycorps.com
astroparade.com
partywares.ca
spiritline.com
airmagicfx.com
fabricland.ca

Suggestion Float Lighting Stores
homehardware.ca
homedepot.ca
lowes.ca
walmart.ca

Suggested Walking Group Supplies/Location
partycity.ca
michaels.ca
walmart.ca

Generator Rentals & Lighting
homedepot.ca
cooperequipment.ca
battlefieldequipment.ca

Suggested Float Trailers Locations
hudsonsupply.ca
sportrentals.ca
kingcitytrailers.com
jjtrailer.com

Detour 1

Eastbound Route

Travelling eastbound on Elgin Mills Road East turn left (north) at Bayview Avenue. Take Bayview Avenue northbound to 19th Avenue and turn right (east). Take 19th Avenue eastbound to Leslie Street and turn left (north) and then a quick right (east) back onto 19th Avenue. Take 19th Avenue eastbound to Woodbine Avenue and turn right (south).  Take Woodbine Avenue southbound to Elgin Mills Road East and turn left (east). Continue along Elgin Mills Road East.

Travelling eastbound on Elgin Mills Road East turn right (south) at Bayview Avenue. Take Bayview Avenue southbound to Major Mackenzie Drive East and turn left (east). Take Major Mackenzie Drive East eastbound to Woodbine Avenue and turn left (north).  Take Woodbine Avenue northbound to Elgin Mills Road East and turn right (east). Continue along Elgin Mills Road East.

Westbound Route

Travelling westbound on Elgin Mills Road East turn right (north) at Woodbine Avenue. Take Woodbine Avenue northbound to 19th Avenue and turn left (west). Take 19th Avenue westbound to Leslie Street and turn left (south) and then a quick right (west) back onto 19th Avenue Take 19th Avenue westbound to Bayview Avenue and turn left (south). Take Bayview Avenue southbound to Elgin Mills Road East and turn right (west). Continue along Elgin Mills Road East.

Travelling westbound on Elgin Mills Road East turn left (south) at Woodbine Avenue. Take Woodbine Avenue southbound to Major Mackenzie Drive East and turn right (west).Take Major Mackenzie Drive East westbound to Bayview Avenue and turn right (north). Take Bayview Avenue northbound to Elgin Mills Road East and turn left (west). Continue along Elgin Mills Road East.

Detour 2

Northbound Route

Travelling northbound on Leslie Street turn left (west) at Major Mackenzie Drive East. Take Major Mackenzie Drive East westbound to Bayview Avenue and turn right (north). Take Bayview Avenue northbound to 19th Avenue and turn right (east). Take 19th Avenue eastbound to Leslie Street and turn left (north). Continue along Leslie Street.

Travelling northbound on Leslie Street turn right (east) at Major Mackenzie Drive East. Take Major Mackenzie Drive East eastbound to Woodbine Avenue and turn left (north). Take Woodbine Avenue northbound to 19th Avenue and turn left (west). Take 19th Avenue westbound to Leslie Street and turn right (north). Continue along Leslie Street.

Southbound Route

Travelling southbound on Leslie Street turn right (west) at 19th Avenue Take 19th Avenue westbound to Bayview Avenue and turn left (south). Take Bayview Avenue southbound to Major Mackenzie Drive East and turn left (east). Take Major Mackenzie Drive East eastbound to Leslie Street and turn right (south). Continue along Leslie Street.

Travelling southbound on Leslie Street turn left (east) at 19th Avenue. Take 19th Avenue eastbound to Woodbine Avenue and turn right (south). Take Woodbine Avenue southbound to Major Mackenzie Drive East and turn right (west). Take Major Mackenzie Drive East westbound to Leslie Street and turn left (south). Continue along Leslie Street.