Anniversary Torchlight Procession Checklist

An anniversary torchlight procession needs more planning than a normal evening gathering. You need a confirmed route, permission or notification, trained route guides, traffic marshals and a first-aid lead before invitations go out. This checklist also covers torch safety, participant details, weather updates and the practical setup at the start and finish locations. Use it in order so that safety, staffing and supplies are settled before the procession begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve the start and finish locations
Check the route for safety
2 people
Submit permit or notification
Check insurance details
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Assign route guides
2 people
Assign traffic marshals
2 people
Assign first aid lead
Monitor the weather forecast
Communicate route changes
2 people
Buy torches and fire materials
2 people
Do the shopping
2 people
Check torches for safety
2 people
Prepare route signs
2 people
Assemble participant packs
3 people
Prepare name stickers
Prepare music playlist
Confirm start time with chaperones

Event

Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception table
2 people
Set up the catering table
3 people
Hang lighting
3 people
Put up route signs
3 people
Place barrier tape along the route
3 people
Set up the torch pickup point
2 people
Set out fire extinguishing equipment
2 people
Prepare first aid kit
Connect sound equipment
2 people
Prepare coffee and tea
2 people
Set out sandwiches and snacks
3 people
Staff the registration desk
2 people
Welcome participants
3 people
Hand out name stickers
Distribute torches
3 people
Give safety instructions
2 people
Take group photo
2 people
Lead the torchlight procession
8 people
Secure front and back
4 people
Guard intersections
4 people
Guide those staying behind
2 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Receive arriving participants
2 people
Extinguish torches safely
4 people
Collect torches
3 people
Assist with anniversary speech
2 people
Provide music
Serve dessert and coffee
3 people
Empty trash bins
2 people
Serve the last round of drinks
2 people
See participants off
2 people

Aftercare

Collect torches and lighters
3 people
Turn off the sound equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove route signs and ribbon
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Dispose of torch remains
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Register lost and found items

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 70
Reception desk
Coat racksqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 70
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving utensilsqty 12

Equipment

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 3

Lighting

String lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Anniversary flagsqty 12
Balloonsqty 80
Balloon ribbonqty 2
Tableclothsqty 8
Name stickersqty 80
Markersqty 12

Sports equipment

Torchesqty 80
Torch holdersqty 80
Storm lightersqty 12
Spare torchesqty 10

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 8
First aid kitsqty 2
Reflective vestsqty 12
Flashlightsqty 8
Walkie-talkiesqty 8
Emergency contact cardsqty 80
Route mapsqty 80
Barrier conesqty 20
Barrier tapeqty 4
High-visibility vestsqty 8
Hand sanitizerqty 6

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 20

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Washing-up basinsqty 3
Tea towelsqty 12
Reusable cleaning glovesqty 6

Catering

Groceries

Tips

Record the date and route first, then reserve both the starting and finishing locations. Check the route in daylight for crossings, narrow sections, poor surfaces and places where marshals will be needed.
Submit any permit or event notification as soon as the route is confirmed; allow at least 4–6 weeks for local authority processing unless your authority gives a different deadline. Check insurance details at the same time.
Set a clear registration deadline, ideally 7 days before the event. Use the final participant list to collect dietary requirements, prepare name stickers and assign route guides, traffic marshals and a first-aid lead.
Check every torch and holder before event day, and keep spare batteries and fire materials separate from the reception area. Prepare route signs and participant packs early enough to replace damaged or missing items.
Monitor the forecast from 72 hours before the procession and send route or timing changes promptly. Set up tents, tables, chairs, lighting, speaker equipment and refreshments before participants arrive, leaving at least 30 minutes for a final safety check.

Frequently asked questions

How early should I plan an anniversary torchlight procession?: Start at least 8 weeks before the procession. This gives you time to confirm the route and venues, submit a permit or notification, arrange insurance checks, send invitations and assign trained volunteers.
How many marshals do I need for a torchlight procession?: Plan at least one route guide for each group of 20–25 participants, plus traffic marshals at every road crossing or risk point. Confirm the final number after checking the route in person.
When should I send invitations for a torchlight procession?: Send invitations 4–6 weeks before the event and close registrations about 7 days before it. Use the final list to prepare packs, name stickers, dietary information and volunteer assignments.
How many torches and spare batteries should I prepare?: Prepare one torch and holder for every registered participant, plus at least 10% extra for breakages or late arrivals. Keep spare batteries available and test all torches before the procession starts.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.