How to organise a lantern procession

Start by fixing the date, route and meeting points before inviting anyone. A lantern procession needs more preparation than a simple walk: the municipality may need to approve the route and traffic measures, and volunteers must know exactly where to stand. Build the plan around registration numbers, lantern and battery checks, weather decisions and a clearly marked route. Finish with a timed setup plan for the reception desk, tents, tables, lighting and safety equipment.

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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
Record date and route
2 people
2
Apply for a permit from the municipality
3
Coordinate the route with the municipality
2 people
4
Apply for traffic measures
5
Confirm start and finish locations
6
Send invitations
2 people
7
Open registrations
8
Recruit volunteers
2 people
9
Distribute the route map
10
Process registrations
11
Collect dietary requirements
12
Prepare safety instructions
2 people
13
Check the weather forecast
14
Create final participant list
15
Create volunteer schedule
2 people
16
Confirm deliveries and reservations
17
Check lanterns and batteries
2 people
18
Check the route for bottlenecks
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Set up non-perishable supplies
2 people
22
Keep fresh produce cool
2 people
23
Bring materials to the venue
3 people
24
Set up tables and tents
4 people
25
Set up the reception desk
2 people
26
Set up drink station
2 people
27
Prepare snacks
3 people
28
Set up coffee and tea station
2 people
29
Set up the lantern craft table
3 people
30
Hang decorations
2 people
31
Place route arrows
3 people
32
Check lighting along the route
3 people
33
Set out first aid and safety equipment
2 people

Event

34
Welcome volunteers
2 people
35
Brief volunteers
2 people
36
Register participants
3 people
37
Hand out wristbands
2 people
38
Distribute lanterns
3 people
39
Guide children during crafts
4 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Empty trash bins
2 people
44
Check lanterns and lights
2 people
45
Gather participants before departure
4 people
46
Give safety instructions
47
Send lead group to starting position
3 people
48
Send back line to starting position
3 people
49
Lead the lantern parade
8 people
50
Secure intersections
6 people
51
Guide those staying behind
2 people
52
Ensure participants return safely
4 people
53
Serve hot drinks
3 people
54
Serve snacks and soup
3 people
55
Inform participants about departure
56
Collect lost and found items
57
Safely extinguish lanterns
2 people

Aftercare

58
Clear tables and chairs
4 people
59
Remove decorations
2 people
60
Remove route arrows
3 people
61
Wash dishes and supplies
3 people
62
Empty coolers
2 people
63
Sort and dispose of waste
3 people
64
Clean the venue
4 people
65
Move materials to storage
3 people
66
Return borrowed materials
2 people
67
Register lost and found items
68
Inform participants about found items
69
Store leftover food
2 people
70
Clean trash bins and cleaning supplies
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Buffet tablesqty 3
Tablecloth coversqty 10

Lighting

LED string lightsqty 8
LED lanternsqty 12
Battery lampsqty 10
Extension cordsqty 6
Power stripsqty 4
Spare AA batteriesqty 48
AAA spare batteriesqty 48
LED tea lightsqty 150
Lantern polesqty 120
Paper lanternsqty 120
Reflective vestsqty 20
Headlampsqty 10

Decorations

Paper garlandsqty 12
Balloonsqty 100
Welcome sign
Route signsqty 18
Route arrowsqty 30
Barrier tapeqty 4
Conesqty 20
Table numbersqty 8

Equipment

Portable speaker
Microphone
Megaphonesqty 2
Power banksqty 4
Battery chargersqty 4
Walkie-talkiesqty 8
Hand trucksqty 2
Cable reelsqty 2

Tableware

Reusable cupsqty 180
Soup bowlsqty 150
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 120
Serving spoonsqty 12
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Soup kettlesqty 3
Food warmersqty 4
Serving jugsqty 6
Coolersqty 6
Ice bucketsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 3
Serving plattersqty 12
Bread cutting boardsqty 3
Washing-up tubsqty 4
Kettlesqty 3
Coffee machinesqty 2
Pliersqty 8
Food prep glovesqty 4

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
First aid kitsqty 2
Flashlightsqty 8
Toilet paper holdersqty 4

Catering

Groceries

Tips

Begin with the route, not the decorations. Record the start and finish locations, check bottlenecks on foot and allow enough time to coordinate permits and traffic measures with the municipality.
Open registration early enough to create a reliable participant list. Collect dietary requirements at the same time, then use the final numbers to plan food, seating, volunteers and lantern supplies.
Give every volunteer a defined position and shift. Include route marshals, reception-desk cover and people responsible for the start, finish and any narrow sections; distribute the route map before the event.
Check lanterns, LED lights, chargers and spare AA and AAA batteries before setup day. Test battery-powered equipment under working conditions rather than discovering flat batteries when the procession starts.
Make the final weather check at least 24 hours beforehand and repeat it on the day. Keep fresh food cool, confirm deliveries and reservations, and bring route signs, arrows, cones and barrier tape before participants arrive.

Frequently asked questions

How far in advance should I organise a lantern procession?: Start at least 8 to 12 weeks before the procession. That gives you time to record the route, apply for permits and traffic measures, confirm locations, recruit volunteers and open registration.
Do I need a permit for a lantern procession?: Check with the municipality before publishing the route; a permit or traffic approval may be required. Contact them at least 6 to 8 weeks in advance so there is time to adjust the route or safety plan.
How many volunteers do I need for a lantern procession?: Set a named volunteer position for every crossing, bottleneck and reception point, then add at least 2 people for the start and finish. Final numbers depend on the route and attendance, so create the schedule after registrations close.
When should I check the lanterns and batteries?: Test every lantern, lamp, charger and power bank 1 to 2 weeks before the event, then do a quick battery check on the day. Pack spare AA and AAA batteries and keep charging equipment together at the setup point.

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.