How to organise a torch procession

A torch procession needs more than a route and a supply of torches. Start by fixing the date, route, start point and final venue, then handle permits, insurance, traffic measures and fire safety before inviting anyone. Once registrations open, you can plan escorts, first aid, catering and equipment against a real participant count. The route scout and final safety briefing are the steps most often left too late.

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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 route and date
2 people
2
Apply for a permit
3
Check insurance
4
Confirm the start location
5
Confirm final venue
6
Coordinate traffic measures
2 people
7
Prepare safety plan
2 people
8
Record fire safety rules
2 people
9
Recruit escorts
2 people
10
Arrange a first-aid responder
11
Draft invitations
2 people
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Make route map
16
Distribute the route map
2 people
17
Reserve materials
18
Order catering
19
Assign volunteers
2 people
20
Prepare briefing
21
Check the weather forecast
22
Confirm the number of participants
23
Do the shopping
2 people
24
Check the torches
2 people
25
Scout the route
2 people
26
Print emergency numbers
27
Print participant list

Event

28
Open venue
2 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up party tents
4 people
32
Set up the check-in desk
2 people
33
Set up the catering table
2 people
34
Chill drinks
2 people
35
Set out snacks
2 people
36
Hang decorations
2 people
37
Place route arrows
3 people
38
Put up barrier tape
3 people
39
Test the lighting
2 people
40
Place fire extinguishers
2 people
41
Fill water buckets
2 people
42
Place first aid kit
43
Brief chaperones
2 people
44
Set up the torch pickup point
2 people
45
Give safety instructions
2 people
46
Register participants
3 people
47
Distribute torches
4 people
48
Serve drinks and snacks
3 people
49
Set up the parade
4 people
50
Guide the front procession
2 people
51
Escort the rear group
2 people
52
Secure intersections
4 people
53
Refill drinks
2 people
54
Refill snacks
2 people
55
Extinguish torches
4 people
56
Collect torches
4 people
57
Announce the closing
58
See participants off
3 people

Aftercare

59
Collect used materials
4 people
60
Sort waste
3 people
61
Clear tables and chairs
4 people
62
Take down party tents
4 people
63
Clean the venue
4 people
64
Check the route
3 people
65
Inventory materials
2 people
66
Safely dispose of torch remains
2 people
67
Return rental items
2 people
68
Clear away leftover catering
2 people
69
Empty waste containers
2 people
70
Handle deposit and documents

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 4
Tableclothsqty 8

Lighting

LED lanternsqty 12
Batteriesqty 48
Flashlightsqty 10
Light-up wristbandsqty 120
Torchesqty 130
Torch holdersqty 130
Drip traysqty 130

Equipment

Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Rechargeable walkie-talkiesqty 8
Power banksqty 4

Safety

Buckets of waterqty 8
Fire extinguishersqty 4
Fire blanketsqty 4
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Crowd control barriersqty 12
Barrier tapeqty 4
Traffic conesqty 12

Decorations

Route arrowsqty 20
Welcome sign
Information boardsqty 4
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Pitchersqty 6
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Corkscrewsqty 3
Handwash sinksqty 2
Water jugsqty 6

Administration

Registration desk sign
Clipboardsqty 4
Pensqty 20
Wristbandsqty 150
Route mapsqty 150
Table numbersqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Dustpan and brushqty 3
Mop headsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Toilet brushesqty 2
Toilet paper holdersqty 2

Catering

Groceries

Tips

Scout the full route before applying for approval. Record narrow sections, crossings, poor lighting and places where crowd-control barriers or traffic cones will be needed.
Set a registration deadline at least 7 days before the procession. Use the final participant count to assign escorts, prepare dietary information for catering and check whether your safety plan still works.
Write the fire rules in plain language and brief every volunteer before the start. Keep buckets of water, fire extinguishers, fire blankets, drip trays and first aid kits at agreed points, not packed away in one central room.
Use a simple timing plan with a fixed start time, a route duration and a final-venue arrival time. Confirm the start location and venue again 48 hours before the event so signs, tables and volunteers are sent to the right places.
Check the weather forecast twice: once 24 hours before and again on the day. Prepare LED lanterns, batteries, flashlights, power banks and walkie-talkies so marshals can communicate if the procession finishes after dark or conditions change.

Frequently asked questions

How long does it take to organise a torch procession?: Allow at least 6 to 8 weeks for a small procession, and longer if a permit or traffic measures are required. Fix the route and date first, then leave enough time for approval, invitations, registrations and a final route check.
How many marshals do I need for a torch procession?: Plan at least 1 escort for every 20 to 25 participants, then add people for crossings, the front and the rear of the group. Confirm the number after registrations close, rather than relying only on an early estimate.
When should I apply for a torch procession permit?: Apply as soon as the route and date are fixed, ideally 6 to 8 weeks before the event. Authorities may also need your traffic plan, safety arrangements and expected participant numbers before they can assess the request.
What safety equipment is needed for a torch procession?: Prepare a fire extinguisher, fire blanket and buckets of water at the start, along the route where practical, and at the final venue. Also provide first aid kits, safety vests, work gloves, flashlights and a clear briefing for every volunteer before participants arrive.

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