Santa Claus Parade

• The early bird deadline is Monday, October 2. Applications received by this date will be considered first. The final application deadline is Friday, October 20. 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. If selected, you will be sent a participation confirmation with instructions on submitting payment and the required documentation.  Failure to provide this by the specified date could result in your group being unable to participate in the Parade.
• 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 two 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.
• Any consumption or possession of alcohol or illegal drugs is forbidden before, during and after the Parade festivities. Any individuals that are caught will be dismissed from the Parade immediately and the proper authorities will be notified.
• Richmond Hill is committed to promoting a smoke-free environment. In accordance with the Smoke-Free Policy, smoking is not permitted on the parade route. We ask all participants to follow this policy.  

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.

You can apply to be a participant by submitting a Parade Entry Form. The early bird deadline is Monday, October 6. The final application deadline is Friday, October 20.

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

Participants selected to participate will be notified via email by an Event Representative and will be required to submit additional documentation before they are confirmed for the parade. When your completed paperwork is received in good order, confirmed 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. 

General Liability Insurance:

• Successful participants must supply a copy of The Town's General Liability Insurance certificate listing the Corporation of the Town of Richmond Hill as an additional insured with a minimum of $2 million coverage per occurrence. 
• The Town's Certificate of Insurance Form must be completed, stamped and signed by an authorized employee of the underwriting insurer (not the broker).

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 $1 million coverage per occurrence. 
• The Town's Certificate of Insurance Form must be completed, stamped and signed by an authorized employee of the underwriting insurer (not the broker).

Assumption of Risks, Release of Liability, and Indemnity Agreement (Applicable to Walking Group Participants):

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

These forms must be submitted to the Event Representative per the instructions outlined in the participant confirmation.

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 True North Strong and Free and participants are encouraged to show their civic pride while celebrating Canada 150.

The parade will take place on Saturday, November 18 from 6 to 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:  True North Strong and Free - Celebrating Canada 150

In celebration of the 150^th anniversary of Confederation, the theme of this year's parade is True North Strong and Free. Entrants are encouraged to incorporate the theme into their music, costumes and float design.  The theme may be represented through the use of red and white, iconic Canadian animals, scenery, historical figures and/or cultural representations - the possibilities are endless.  The purpose of the parade is to celebrate Canada and provide enjoyment for the members of our community.

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 True North Strong and Free. 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.      
• 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 2017 Santa Claus Parade theme True North Strong and Free - Celebrating Canada 150! 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 905-771-5513.

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

The parade will commence just north of Elgin Mills Road from William F. Bell Parkway and travel southbound along Leslie Street ending at Performance Drive, just south of Via Renzo Drive. To accommodate the parade, Leslie Street between Nineteenth Avenue and Major Mackenzie Drive will be closed during the parade. However, as the parade passes, streets will be reopened for use from north to south as deemed safe by York Regional Police and Event Representatives.