What you need for an anniversary torchlight procession

An anniversary torchlight procession needs more than torches. You will also need safe torch holders, spare batteries, route lighting, signs, serving equipment and enough seating for the gathering before or after the walk. Buy disposable essentials only where reuse is impractical, and check quantities against your confirmed participant list. Items such as extension cords, name stickers and coolers are easy to overlook until setup starts, so gather them several days before the procession.

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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
- Coffee - 3 packs
- Tea bags - 150 pieces
- Decaf coffee - 1 pack
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Sparkling water - 10 bottles
- Still water - 14 bottles
- Sports drink - 12 bottles
- Ice cubes - 10 bags
- Sandwiches - 90 pieces
- Wholemeal bread - 6 loaves
- White bread rolls - 30 pieces
- Multigrain rolls - 30 pieces
- Mini croissants - 60 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Brie - 1 kilo
- Chicken breast topping - 2 kilos
- Ham - 2 kilos
- Hummus - 1.5 kilos
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Arugula - 6 bags
- Apples - 80 pieces
- Bananas - 60 pieces
- Grapes - 6 kilos
- Mandarins - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salty breadsticks - 6 bags
- Mixed nuts - 5 bags
- Popcorn - 4 bags
- Cookies - 8 packs
- Brownies - 60
- Whipped cream - 8 cans
- Apple pie - 6 pieces
- Vegan pastries - 12 pieces
- Gluten-free pastries - 12 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pickles - 2 jars
- Olives - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Spice mix - 2 jars
- Napkins - 300 pieces
- Paper straws - 100 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 4 rolls
- Compostable snack trays - 100 pieces
- Compostable cups - 150 pieces
- Wooden stirring sticks - 150 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Paper towels - 6 packs
- Diet labels - 100 pieces
- Cool bags - 10 pieces
- Food storage containers - 20 pieces
- Carrier bags - 50 pieces

Tips

Plan at least one torch per participant, plus 10% spare torches for replacements. Check every torch and holder before the event rather than discovering faults at the start.
Allow one reusable drinking glass, plate and complete set of cutlery per guest, then add around 10% extra for breakages, dropped items and late arrivals.
Provide one battery lantern or other visible light for each key point, such as the registration desk, route signs and finish area. Keep spare batteries with the equipment, not in a separate storage box.
Match tables and chairs to the number of people expected at the start and finish locations. Set aside a reception desk, coat racks and tablecloths so registration does not compete with the food and drinks area.
Buy markers, name stickers, anniversary flags and balloon ribbon at least three days beforehand. Pack route signs, participant materials and spare batteries separately so they can be loaded quickly on the day.

Frequently asked questions

How many torches do I need for an anniversary procession?: Plan for one torch per participant and add 10% spare torches. For 80 participants, that means 88 torches, with enough safe holders for the same number.
What lighting is needed for a torchlight procession?: Use the torches for the procession and add battery lanterns at registration, route signs, crossings and the finish point. Keep at least one spare battery set for every lantern type and test everything before the event.
How much tableware should I buy for the anniversary gathering?: Provide one glass, plate, knife, fork and spoon per guest, plus 10% extra. For 50 guests, prepare at least 55 of each item and enough serving utensils for every food station.
When should I buy the procession supplies?: Buy torches, holders, lighting, tableware and signage at least one week before the event. Finish packing name stickers, markers, batteries and participant materials no later than three days beforehand.

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