Santa Claus Parade

• Early bird deadline is Friday, October 4. Applications received by this date will be considered first. 
• The final application deadline is Friday, October 18. 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.
• 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 only one sign or banner in the following manner (if commercial entry fee paid): “Sponsored by...”.
• Participants must entertain 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 are not allowed to solicit or distribute coupons/novelties or food and/or beverages. Candies will be distributed by official Parade volunteers only, unless otherwise authorized by 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.

Walking Group: Participants who only walk the parade route (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.

• 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.
• Selected participants will be notified by a confirmation email from ClearEvent.
• Participants will 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. 

• Successful participants must provide evidence of General Liability Insurance in the amount of $5,000,000 per occurrence and listing the Corporation of the City of Richmond Hill as additional named insured. 
• Only a City Certificate of Insurance form signed and stamped by the insuring company will be accepted.
• Fill out the “General Liability - Standard Form.”

Automobile Liability Insurance (Applicable to Float Participants only):

• In addition to providing the City with evidence of satisfactory General Liability insurance, participants entering a float must supply a copy of Automobile Liability Insurance with a minimum of $2,000,000 million coverage per occurrence. 
• Only a City Certificate of Insurance form signed and stamped by the insuring company will be accepted.
• Fill out the “Automobile Liability” form.

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 and Theming your Float

Our 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 “Toyland”.

The parade will take place on Saturday, November 16 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, 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: “Toyland”

Tap into your imagination, bring back your childhood memories and get creative with this year’s theme: “Toyland”. 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 the audience. 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 “Toyland”. Finish your session by narrowing down your ideas and deciding on the 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. Discovering the resources that are available to you may also give you elements that you can incorporate into your float.

Building your float/Applying 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. Schedule regular meeting dates to ensure sufficient time is given to your float.
• 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.
• Determine your building location: You’ll need a place to work and a place to store the float after the parade. Contingent on the float size, a warehouse or storage units are strongly suggested.
• 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 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. 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 your design. 
• Head to your local hardware store: You'll need the basics to begin: paint, a staple gun and nails. You may wish to 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 to abate the risk of any fire.
• Trail run: Determine a safe location to test out your float. Ensure you have enough time to make any final adjustments.       

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 basic materials that can be used:
  • Puffs and Poms: Traditional technique for decorating, which provides a 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, artificial grass, vinyl twist, 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 important to the parade theme as well! Here are a few suggestions on how to incorporate the theme into your walking group:

• Wear clothing that lights up - sweaters, hats, boots, etc.
• Put 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
• Attach lights to any props that your group may be using or using props that light up - batons, baskets, gifts, stockings, etc.

Use 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.
• Weather: Important to keep in mind that the weather can be unpredictable. When decorating, think about rain, snow, sleet, extreme temperatures and low lighting.
• 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 2019 Santa Claus Parade theme, “Toyland”. If you would like advice on ideas your planning team has come up with or would like some additional resources, please contact Event Services or 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 and Lighting
homedepot.ca
cooperequipment.ca
battlefieldequipment.ca

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