Santa Claus Parade

Outlined below are the regulations pertaining to the Parade. Please read carefully to ensure that you are able to abide by ALL regulations before you complete and return your registration form and fee (if applicable).

1. Submission of this form does not guarantee acceptance to participate in the Parade. Applicants will be notified in writing of their registration status within 10 business days.
2. Eligible Parade participants include:
   1. Corporate or Commercial Entries
   2. Faith-Based Organizations, Elementary/High Schools, Scouts/Cubs/Girl Guides, Sports Groups, Community Groups
   3. Not-for-profits
3. Ineligible Parade participants include politically based parties and/or any Group or Individual that:
   1. Violates any City policy;
   2. Promotes alcohol, tobacco, and/or other addictive substances;
   3. Represents matters designed to incite hatred or disorder;
   4. Conveys a negative message that might be deemed prejudicial; 
   5. Demonstrates intent to defame the integrity of Pickering Council; and/or
   6. Presents demeaning or derogatory portrayals of individuals or groups or contains anything, which in light of generally prevailing community standards, is likely to cause deep or widespread offence.
4. Elected officials are eligible to participate in the Parade by invitation of the City of Pickering only. 
5. Grounds for rejection or removal from the Parade include:
   1.  If the Group is not registered to participate in the Parade and/or has not been approved by the City of Pickering in writing to participate;
   2. If the proof of concept provided or design executed is deemed unsafe by the City and/or poses a risk or threat to participants or spectators;
   3. If the parade participants and/or the design (costumes, float, etc.) executed is not consistent with the registration information approved by the City;
   4. Distributing unapproved Candy, or any Literature, Leaflets, Flyers, Promotional Materials, Coupons, or Other Items to participants or spectators;
   5. Selling or offering for sale any commodity, service, food, or drink on the day of the Parade;
   6. Canvassing or asking for donations along the Parade route;
   7. Unsafe or reckless driving;
   8. Failure to abide with the Rules & Regulations set out in this agreement; and
      
   9. Failure to comply with any provisions of City of Pickering Parades By-law 3825/70.
6. Parade participants must:
   1. Represent themselves with some form of signage consistent with the registration information approved by the City (either carried at the head of the group or mounted on the front of the float vehicle).
   2. Conduct themselves in an orderly fashion – marchers, if any, are required to walk behind the head of the unit, not in front.
   3. Execute the agreed upon parade design concept (float, costumes, etc.) in keeping with the submission(s) made to the City.
      
7. Float/vehicle entries:
   1. Must be in good repair, road-worthy condition.
   2. Cannot surpass the maximum of two (2) vehicles per entry. NOTE: a truck pulling a trailer constitutes ONE vehicle. Emergency vehicles ONLY are exempt. More than two vehicles require a second entry.
   3. Must provide accurate measurements – no estimates. Length is to be calculated from the front bumper of the “pulling” vehicle to the rear bumper of the float. The overall length measurement must include the vehicle pulling your float. If the entry is wider than a standard tractor trailer width, please indicate so on your application. If the entry is longer, wider or higher than the measurements you have supplied, you may not be permitted to enter the parade due to space restrictions and safety concerns.
   4. Must be operated by a driver holding a valid driver’s licence and insurance for the vehicle type.
      
8. Accompanying vehicles (i.e. the truck to pull the trailer):
   1. Must be at least 50% decorated in accordance with the theme or in seasonal fashion.
   2. Cannot accompany marchers unless decorated and deemed an integral part of the Group’s parade design concept. 
      
9. For safety reasons:
   1. Decorations or skirting should not interfere with the procession of floats/vehicles. Please secure all items carefully.
   2. Parade participants cannot move between their float/vehicle to the ground or another float/vehicle during the parade.
   3. Groups must remain in the established procession order and shall not interfere with or intrude on other Groups’ space during formation or along the parade route.
   4. Approved distribution items must be handed to spectators and cannot be thrown.
   5. If a parade participant slows or impedes the progress of the procession, they may be directed to withdraw from the parade.
   6. Only approved Candy may be handed out in or along the parade route.
      
10. Horse drawn vehicles are not permitted in the parade.
11. The official parade Santa Claus and/or Mrs. Claus are provided by The Corporation of the City of Pickering and are the only Santa Claus and/or Mrs. Claus allowed in the parade. No other entry may depict Santa Claus.
12. The representative of the Group submitting this form is responsible for ensuring all parade participants within their Group understand and comply with the Rules & Regulations set out in this agreement. 
13. Failure to abide by this agreement may result in the removal from the parade formation and/or not being accepted for participation in future parades. At its sole discretion, the City may remove any entry that does not abide by the rules set out in this agreement, or as mandated by Parades By-law 3825/70.
14. Exhibitor property and vehicle Insurance and HST is the responsibility of the exhibitor. The exhibitor is also responsible for any loss due to collision, theft, damage, fire, or any other damage incurred to the exhibitor’s vehicle or property while participating in the Santa Parade. The Corporation of the City of Pickering will not be held liable.
15. Proof of insurance is required for all Commercial/Corporate Entries, Faith-Based Organizations, Elementary/High Schools, Scouts/Cubs/Girl Guides, Sport Groups, and Not-for-profit groups. This may include Commercial Liability, Commercial Auto Liability, and/or personal auto insurance for the driver. Some exemptions may apply for Community Groups.

This event space has a zero-tolerance policy for racism, sexism, homophobia, transphobia, ableism, or ageism.

Purpose

The primary objective of the Community Group Parade Grant is to facilitate and promote the active participation of not-for-profit community groups that are in Pickering or serve the Pickering community, in the annual event of the Santa Claus Parade. The grant is specifically aimed at providing a maximum amount of $500 in financial support to eligible community groups, with the purpose of enhancing their parade involvement through the acquisition of costumes, decorations, props, banners, or other eligible parade-related expenses.

Terms of Reference

Only applicants that comply with the Rules & Regulations of the Santa Claus Parade will be considered for the Community Group Parade Grant. Organizations with a political mandate are not eligible for this grant funding. 

Otherwise, Pickering-based not-for-profit organizations or organizations that serve Pickering are eligible to apply for a Community Group Parade Grant of up to $500 for eligible costs to enhance their parade submission.

During consideration, all applications will be reviewed by a selection committee*, and must include the following:

• A description or summary on how the organization serves Pickering
• A parade submission design concept (images + description)
• A complete budget breakdown, including eligible costs (see eligible costs section)

The incorporation of inclusion, diversity, creativity in response to the theme, and community engagement will be taken into consideration.

Timeline 

October 1, 2025: Application opens
October 29, 2025: Application closes
October 30 - 31, 2025: Applications are reviewed by the committee
November 4, 2025: All applicants will be informed of the decision (successful and non-successful)
November 28, 2025: Receipts are submitted to Finance for reimbursement
December 19, 2025: All Community Group Parade Grants are paid

*Community Group Parade Grant Selection Committee

The Community Group Parade Grant Selection Committee will review applications and evaluate them based on the terms of reference details provided. 

The committee will be comprised of:

• Minimum of two staff member(s), Events Team, Community Services
• Minimum of one staff member, Finance Department
• Minimum of one Kinsmen Club & Kinette member
  

Eligible Costs

The following items are considered as eligible parade costs. If you are unsure about your application item, or have any questions, please contact Community Services at communityservices@pickering.ca or by calling 905.420.4620.

• Parade Float Decoration: Community groups can use the grant to purchase materials and supplies to decorate their parade float. This may include items such as flowers, ribbons, banners, streamers, balloons, and other decorative elements to create an eye-catching and engaging float.
• Costumes and Attire: Grant funds can be used for purchasing costumes, attire, or accessories for the participants in the parade. This can include costumes, uniforms, t-shirts, hats, masks, face paint, or other items that align with the theme or message of the parade.
• Parade Props and Accessories: Community groups can use the grant to purchase props, accessories, or signage to enhance their parade performance or display. This may include flags, banners, signs, musical instruments, or other props that add visual or auditory impact to the parade.
• Transportation: If the community group needs to transport their float, props, costumes, or participants to the parade location, grant funds can be used to cover transportation costs such as rental fees for trucks or trailers, fuel, or other transportation expenses.
• Sound Equipment: If the community group plans to have a performance or a musical element in the parade, grant funds can be used to purchase or rent sound equipment such as speakers, microphones, amplifiers, or other audio equipment to ensure quality sound during the parade.
• Art Supplies: If the community group plans to create artistic displays or installations as part of their parade entry, grant funds can be used to purchase art supplies such as paints, brushes, canvas, wood, or other artistic materials.
• Rental Fees: If the community group needs to rent any equipment, vehicles, or facilities for their parade entry, grant funds can be used to cover the rental fees, such as renting a trailer, generator, or other necessary equipment.
• Accessibility Services: If the community group aims to provide accessibility services during the parade, such as sign language interpreters, audio descriptions, or other accommodations for individuals with disabilities, grant funds can be used to cover the costs associated with these services.