How to organise a lantern parade from start to finish

A lantern parade needs more planning than a normal walk because the route, lighting, permits and finish all have to work together. Start by fixing the route and finish line, then secure the required permit and book the start and final venues. Once registrations open, collect dietary requirements and assign volunteers. On the day, allow time for lantern making, route checks, registration, hot food and safe lighting before the group sets off.

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The plan, step by step

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

Preparations

1
Set route and finish line
2 people
2
Apply for a route permit
3
Reserve location for start
4
Reserve final venue
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Share route and safety plan
10
Check the weather forecast
11
Print participant list
12
Check materials
2 people
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare soup
3 people
16
Set out sandwiches and fillings
2 people
17
Prepare lantern materials
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Build party tents
4 people
21
Hang decorations
3 people
22
Place route arrows
3 people
23
Place lighting along the route
3 people
24
Set up the registration table
2 people
25
Set up the first aid station
2 people

Event

26
Hand out lanterns
4 people
27
Guide lantern decorating
5 people
28
Register participants
2 people
29
Guide children to activities
3 people
30
Make coffee and tea
2 people
31
Display snacks
2 people
32
Serve drinks
3 people
33
Refill drinks
2 people
34
Serve soup and bread
4 people
35
Assign the departure group
3 people
36
Check lanterns
3 people
37
Lead the parade
10 people
38
Monitor traffic points
6 people
39
Guide to the finish line
4 people
40
Serve hot drinks
3 people
41
Collect lost property
42
Safely extinguish lanterns
3 people

Aftercare

43
Wash dishes
3 people
44
Collect waste
4 people
45
Clean the venue
4 people
46
Remove route arrows
3 people
47
Clear away lighting
3 people
48
Take down tents and tables
4 people
49
Dry and store materials
2 people
50
Return borrowed materials
2 people
51
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Tableclothsqty 8

Lighting

LED lampsqty 12
String lightsqty 6
Battery lanternsqty 10

Decorations

Paper garlandsqty 12
Balloonsqty 100
Lanternsqty 100
Lantern polesqty 100
LED tea lightsqty 120
Spare batteriesqty 80
Craft paperqty 200
Children's apronsqty 20

Kitchen

Soup kettlesqty 2
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 4
Soup bowlsqty 100

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 10
Music speaker
Clipboardsqty 4
Pensqty 30
Route signsqty 20
Ropeqty 2

Safety

Reflective vestsqty 15
Flashlightsqty 10
First aid kitsqty 2
Barrier tapeqty 4
Traffic conesqty 12
Name stickersqty 120

Cleaning

Waste binsqty 8
Bucketsqty 4
Sponge clothsqty 12
Dish brushesqty 4
Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Set the route and finish line first, then apply for the route permit as soon as the path and timings are fixed. Mark the route with arrows and place lighting along darker sections before participants arrive.
Give registration a clear cut-off time and print the participant list on the day. Keep the registration table separate from the lantern-making area so late arrivals do not block children carrying materials.
Assign volunteers to specific jobs rather than giving everyone general help: registration, route marshals, first aid, lantern activities and the final venue. Share the route and safety plan with them before the event.
Check the forecast at least 24 hours before the parade and have party tents ready at both the start and finish. Test LED lamps, string lights, battery lanterns and spare batteries before setting up the route.
Plan hot food backwards from the finish time. Prepare soup in soup kettles, chill drinks in coolers, and set out sandwiches, cups, bowls and cutlery only when the serving area is ready.

Frequently asked questions

How far in advance should I plan a lantern parade?: Start planning at least 8 to 12 weeks ahead. Fix the route early so you have time to apply for a permit, reserve both venues, send invitations and organise volunteers.
How many volunteers do I need for a lantern parade?: Plan for at least 1 volunteer for every 10 to 15 participants, plus separate people for registration, first aid and the finish venue. Add extra route marshals where the group crosses roads or splits across several streets.
When should I check the weather for a lantern parade?: Check the forecast 48 hours before the event and again on the morning itself. Use the final check to decide whether tents, extra lighting, warmer clothing guidance or a route adjustment are needed.
How do I keep a lantern parade safe after dark?: Walk the full route before participants arrive and place visible arrows and lighting along dark sections. Keep spare batteries available, station a first aid point at the start or finish, and make sure volunteers know the route and emergency procedure at least one day beforehand.

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.