How to organise a torch procession

Start with the route, not the torches. Set the distance, meeting point and finish before submitting notifications, checking insurance and informing residents along the route. Then recruit marshals, first-aid staff and volunteers, and use registrations to estimate drinks, snacks and equipment. On the day, allow time to mark the route, install barriers and signs, check every torch and set up registration before participants arrive.

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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 the route
2 people
2
Submit required notifications
3
Reserve starting location
4
Recruit volunteers
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Check insurance
9
Assign traffic marshals
2 people
10
Arrange first aid staffing
11
Notify nearby residents of the route
12
Order torches and materials
13
Check the shopping list
2 people
14
Do the shopping
2 people
15
Check the torches
3 people
16
Prepare route signs
2 people
17
Chill drinks
2 people
18
Set out snacks
3 people
19
Prepare coffee and tea
2 people
20
Set up tables and chairs
4 people
21
Hang lighting
3 people
22
Put up route signs
4 people
23
Put up barriers
4 people
24
Set up the first aid station
2 people
25
Set up registration desk
2 people

Event

26
Brief volunteers
3 people
27
Receive participants
4 people
28
Distribute torches
4 people
29
Give safety instructions
2 people
30
Serve snacks and drinks
4 people
31
Refill drinks
2 people
32
Light torches safely
5 people
33
Line up the group
4 people
34
Lead the parade
12 people
35
Staff traffic points
6 people
36
Extinguish and collect torches
5 people
37
See participants off
3 people

Aftercare

38
Take down materials
5 people
39
Collect waste
4 people
40
Clean the venue
4 people
41
Store materials safely
2 people
42
Return borrowed materials
2 people
43
Handle lost property

What to bring

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

Lighting

Torchesqty 130
Torch holdersqty 130
Spare torchesqty 15
Lanternsqty 12
LED string lightsqty 4
Extension cordsqty 4
Power stripsqty 4

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Tableclothsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 4

Safety

Fire extinguishersqty 4
Buckets of fire waterqty 8
First aid kitsqty 2
Reflective vestsqty 14
Work glovesqty 20

Equipment

Walkie-talkiesqty 8
Megaphonesqty 2
Lanternsqty 8

Decorations

Route signsqty 12
Directional signsqty 10
Bannersqty 3
Table décorqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Choose and walk the route early enough to identify crossings, narrow sections and dark spots. Assign traffic marshals to specific points and give them reflective vests and walkie-talkies rather than relying on one general volunteer group.
Submit required notifications and check insurance before sending invitations. Nearby residents should hear about the route and timing before the event, especially where the procession passes homes or blocks access.
Order torches, holders and spare torches from the registration estimate, then check them before the event. Keep fire extinguishers, buckets of fire water, work gloves and a first aid kit at the start area and along the route where needed.
Set up the registration desk before the first arrival, with the route signs and volunteer assignments ready. Put up barriers and signs only after checking that they are visible in the dark and do not obstruct pedestrians or emergency access.
Prepare drinks and food in a separate timing block: chill drinks, set out snacks, and make coffee and tea close to serving time. Use coolers or ice containers for cold drinks and thermos flasks for hot drinks so volunteers are not tied to the refreshment table.

Frequently asked questions

How far in advance should I plan a torch procession?: Start the route and permissions process at least 6 to 8 weeks before the procession. Use the final 2 weeks for registrations, volunteer assignments, resident notifications and equipment checks.
How many spare torches do I need for a procession?: Prepare about 10% spare torches in addition to the expected participant count, with at least 5 spares for a small group. Check them before arrival rather than discovering faults during the procession.
How many marshals are needed for a torch procession?: Assign at least one marshal to every crossing, road section or other control point, plus one lead marshal for the moving group. Confirm the exact number after walking the route and identifying places where participants can spread out.
When should I set up the route signs and first aid station?: Set up signs, barriers and the first aid station 60 to 90 minutes before participants arrive. Finish the torch check and registration desk at least 30 minutes before the advertised start time.

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