How to organise a torchlight procession

A torchlight procession needs more than a route and a supply of torches. Start by fixing the route, walking it in daylight and checking permissions, road crossings and emergency access before you invite participants. Then arrange registration, volunteers, traffic control, first aid, toilets and clear route information. In the final week, check the weather, walk the route again and test every torch, communication device and safety item.

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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
Walk the route in advance
3 people
3
Apply for a permit
4
Report the route to emergency services
5
Request permission from landowners
2 people
6
Check insurance
7
Make a route risk assessment
2 people
8
Develop the traffic plan
2 people
9
Set up crossings
2 people
10
Schedule traffic controllers
11
Schedule first aid staff
12
Record start and finish locations
2 people
13
Reserve toilets
14
Order torches
15
Open participant registration
16
Send invitations
2 people
17
Process registrations
18
Collect dietary requirements
19
Publish route information
20
Recruit volunteers
2 people
21
Brief volunteers
2 people
22
Prepare safety instructions
2 people
23
Check the weather forecast
24
Check the route again
3 people
25
Check torches and fuel
2 people
26
Update participant list
27
Lay out wristbands and numbers
2 people
28
Print route maps
29
Do the shopping
2 people
30
Chill drinks
2 people
31
Prepare snacks
3 people
32
Distribute materials by post
3 people
33
Distribute phone numbers
34
Mark off the starting area
4 people
35
Set up tables
3 people
36
Build party tents
4 people
37
Hang lighting
3 people
38
Place information signs
2 people
39
Place route arrows
4 people
40
Set up crossing points
4 people
41
Set up the first aid station
2 people
42
Set up registration desk
2 people
43
Set up torch distribution
3 people
44
Set up the drinks and snacks table
3 people
45
Check toilets
46
Test sound system
2 people

Event

47
Staff volunteer stations
8 people
48
Register participants
3 people
49
Distribute torches
3 people
50
Explain safety rules
2 people
51
Serve coffee and tea
3 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Keep the route clear
4 people
55
Staff traffic control points
6 people
56
Light torches safely
4 people
57
Let groups depart
3 people
58
Guide those staying behind
2 people
59
Keep first aid available
2 people
60
Refill torches
2 people
61
Guide arrivals
3 people
62
Extinguish and collect torches
4 people
63
Receive the last participants
2 people
64
Ensure participants leave safely
4 people

Aftercare

65
Remove route arrows
4 people
66
Remove traffic materials
4 people
67
Clean up waste
5 people
68
Dismantle tables and chairs
4 people
69
Dismantle party tents
4 people
70
Wash dishes
3 people
71
Clean the start area
5 people
72
Store torches safely
2 people
73
Inventory materials
2 people
74
Clean borrowed materials
2 people
75
Return materials
2 people
76
Take waste to the collection point
2 people
77
Check route for damage
2 people
78
Register lost and found items
79
Inform participants about found items
80
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Folding chairsqty 12
Tableclothsqty 8
Waste binsqty 6

Lighting

Torchesqty 150
Spare torchesqty 20
LED string lightsqty 6
LED lanternsqty 12
Flashlightsqty 10
Headlampsqty 8

Safety

Fire blanketsqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 16
Crowd control barriersqty 12
Traffic conesqty 20
Barrier tapeqty 6
Reflective route arrowsqty 30
Emergency blanketsqty 10

Communication

Walkie-talkiesqty 10
Power banksqty 6
Megaphonesqty 2
Route mapsqty 150
Participant numbersqty 150
Wristbandsqty 150

Decorations

Start arch
Information boardsqty 6
Directional signsqty 30

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4

Tableware

Reusable cupsqty 200
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Serving jugsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 8
Lidded containersqty 12

Cleaning

Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Walk the full route before applying for permissions, noting narrow sections, unlit areas, steep ground and every road crossing. Record the exact start and finish points so they match the information sent to participants and emergency services.
Allow several weeks for permits, landowner permissions, insurance checks and traffic planning. Do not leave emergency-service notification or crossing arrangements until the final week; changes to the route may require the paperwork to be redone.
Give volunteers a written briefing before the procession and place them at crossings, at the front and rear of the group, and at key turns. Use safety vests, walkie-talkies and reflective route arrows so instructions remain clear after dark.
Order spare torches as well as the expected number of torches, and check fuel, lighting and fire-safety equipment before participants arrive. Keep flashlights, headlamps, fire blankets and extinguishers accessible rather than packed away in a vehicle.
Publish the route, start time, finish location, clothing advice and safety instructions before registration closes. Check the forecast and walk the route again on the day; wet ground, poor visibility or a blocked path can require a last-minute adjustment.

Frequently asked questions

How early should I apply for a torchlight procession permit?: Start the permit process at least 6 to 8 weeks before the procession. Contact emergency services, landowners and any road or traffic authority at the same time, because their requirements can affect the route.
How many volunteers are needed for a torchlight procession?: Use at least one trained volunteer at every road crossing, plus separate people for the front and rear of the procession, registration and first aid. Final numbers depend on the route, but complete the volunteer briefing no later than 7 days before the event.
How many torches should I order for a torchlight procession?: Order one torch for each registered participant and keep spare torches available for failures, late arrivals and damaged equipment. Check every torch and its fuel or power source during the final week and again before the start.
When should I send the route information to participants?: Send the route, meeting point, start and finish locations, safety instructions and clothing advice at least 7 days before the procession. Include a contact number and explain where participants should go if they become separated from the group.

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.