How to organise a torchlight procession
A torchlight procession needs more than torches and a meeting point. Start by fixing the route, checking permissions and confirming where people gather and disperse. Then build the safety plan around the route: supervisors, communication, fire equipment, first aid and clear participant instructions. The final setup is mostly about visibility and control—marking the start, placing signs, briefing station leads and checking every torch before people arrive.
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
Arrange permits and notifications
2 people
- 3
Check the route for safety
3 people
- 4
Reserve the start and finish locations
- 5
Check insurance coverage
- 6
Assign supervisors and stations
2 people
- 7
Send invitations
2 people
- 8
Process registrations
2 people
- 9
Collect dietary requirements
- 10
Send participant information
2 people
- 11
Check the weather forecast
- 12
Print the route map
- 13
Collect emergency numbers and addresses
- 14
Check the torches
3 people
- 15
Prepare spare torches
2 people
- 16
Check fire extinguishers
2 people
- 17
Check first aid kit
- 18
Collect materials
3 people
- 19
Do the shopping
2 people
- 20
Chill drinks
2 people
- 21
Prepare route signs
2 people
- 22
Print participant list
- 23
Prepare the station briefing
2 people
Event
- 24
Mark off the starting area
3 people
- 25
Set up tables and tents
4 people
- 26
Set up lighting
3 people
- 27
Hang route arrows
4 people
- 28
Set up rest area
3 people
- 29
Set up the finish area
4 people
- 30
Distribute torches by group
3 people
- 31
Set up fire safety equipment
2 people
- 32
Set up the first aid station
2 people
- 33
Brief chaperones
2 people
- 34
Register participants
4 people
- 35
Hand out wristbands
2 people
- 36
Give safety instructions
2 people
- 37
Hand out torches safely
4 people
- 38
Guide groups to the start
4 people
- 39
Lead the torchlight procession
12 people
- 40
Monitor traffic points
4 people
- 41
Staff the rest stop
3 people
- 42
Serve drinks
3 people
- 43
Refill drinks
2 people
- 44
Hand out snacks
2 people
- 45
Extinguish and collect torches
4 people
- 46
Unregister participants
3 people
- 47
Collect lost and found items
- 48
See participants off
3 people
Aftercare
- 49
Remove route arrows
4 people
- 50
Clean up the venue
5 people
- 51
Collect waste
3 people
- 52
Wash dishes
3 people
- 53
Take down tables and tents
4 people
- 54
Clear away lighting
3 people
- 55
Let the torches cool down
2 people
- 56
Clean materials
3 people
- 57
Count the torches and tools
2 people
- 58
Store materials
2 people
- 59
Return borrowed materials
2 people
- 60
Leave venue clean
2 people
- 61
Handle lost property
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 2
- Tablesqty 6
- Folding chairsqty 12
- Waste binsqty 4
Lighting
- LED lanternsqty 12
- Battery lampsqty 8
- Spare batteriesqty 24
- Headlampsqty 12
- Extension cordsqty 4
- Power stripsqty 3
- Torchesqty 70
- Torch holdersqty 70
- Lightersqty 8
- Windshieldsqty 20
Equipment
- Walkie-talkiesqty 12
- Megaphone
- Phonesqty 4
- Power banksqty 4
- Speaker
Fire safety
- Fire extinguishersqty 4
- Fire blanketsqty 4
- Buckets of waterqty 6
- Metal fire binsqty 3
Safety
- First aid kitsqty 2
- Safety vestsqty 16
- Flashlightsqty 8
- Barrier tapeqty 4
- Traffic conesqty 12
- Reflective route arrowsqty 30
- Conesqty 20
- Route mapsqty 20
Decorations
- Start sign
- Final sign
- Tableclothsqty 6
Tableware
- Reusable cupsqty 80
- Platesqty 80
- Cutlery setsqty 80
- Thermos flasksqty 6
- Serving jugsqty 4
Kitchen
- Kettlesqty 3
- Coffee machinesqty 2
- Coolersqty 4
- Storage binsqty 8
- Cutting boardsqty 4
- Knivesqty 6
- Pliersqty 4
- Serving spoonsqty 4
- Coffee spoonsqty 20
- Jerry cansqty 6
Tools
- Hammerqty 3
- Ropeqty 3
- Cable tiesqty 100
- Duct tapeqty 4
- Work glovesqty 10
Cleaning
- Litter pickersqty 4
- Bucketsqty 4
- Spongesqty 8
- Dishclothsqty 12
- Hand soap dispensersqty 4
Registration
- Attendance formsqty 10
- Pen setsqty 4
- Wristbandsqty 80
- Clipboard foldersqty 6
Catering
- Groceries
Tips
- Confirm the route and permissions before inviting anyone. Check crossings, narrow sections, lighting and escape points, then allow time for any required notifications or permits to be processed.
- Assign supervisors to specific stations rather than asking people to watch the group generally. Give each person a route map, emergency contacts and a reliable way to communicate, such as a phone or walkie-talkie.
- Check every torch shortly before the procession, including holders, windshields and lighters. Keep spare torches, spare batteries and alternative lights ready because failures are difficult to solve once the group has started moving.
- Treat fire control as part of the route plan. Position fire extinguishers, fire blankets, water buckets and metal fire bins where they can be reached quickly, and brief supervisors on what to do if a torch falls or clothing catches fire.
- Send the practical information before the event, not on the day. Include the meeting time, route, clothing advice, emergency contact details and what participants should do if they arrive late or become separated.
Frequently asked questions
- How far in advance should I plan a torchlight procession?
- Start at least 6–8 weeks ahead so you can confirm the route, check insurance, arrange permissions or notifications and reserve the start and finish locations. Send participant information once those details are settled.
- How many supervisors do I need for a torchlight procession?
- Use one named supervisor for every key station, plus people at the front and rear of the group. For a small procession, plan at least 4–6 supervisors; add more where the route has crossings, separate sections or difficult visibility.
- What safety equipment is needed for a torchlight procession?
- Prepare fire extinguishers, fire blankets, water buckets, metal fire bins, first aid kits, safety vests, flashlights and barrier tape. Check the equipment on the day and place it at stations before participants arrive, rather than storing it all at the start.
- When should I check the weather for a torchlight procession?
- Check the forecast 48 hours before the procession and again on the morning of the event. Use the final check to decide whether the route, lighting, clothing advice or torch arrangements need changing.
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