How to organise a torchlight procession

Start with the route, date and permissions before ordering torches or inviting participants. A torchlight procession needs more than a walking route: you also need controlled fire points, traffic stewards, first aid cover and clear instructions for volunteers. Work from the finish date backwards, leaving time to inspect the route twice and notify nearby residents. This plan gives you the practical order for registrations, equipment, safety checks and event-day setup.

Organize this event for free with Lizzt

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
Check permits
3
Reserve the start and finish locations
4
Check insurance
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Recruit volunteers
2 people
9
Schedule traffic stewards
2 people
10
Arrange first aid staffing
11
Check the entire route
3 people
12
Note Risks Along the Route
2 people
13
Inform nearby residents
2 people
14
Make route map
15
Order torches and safety equipment
16
Process registrations
2 people
17
Collect dietary requirements
18
Send volunteer instructions
19
Set start and finish points
2 people
20
Develop the traffic plan
2 people
21
Compile emergency numbers
22
Check the weather forecast
23
Re-inspect route
3 people
24
Set up aid stations
2 people
25
Update participant list
2 people
26
Prepare route signs
2 people
27
Sort wristbands and numbers
2 people
28
Sort volunteer vests
29
Count torches
2 people
30
Store torches in a dry place
2 people
31
Do the shopping
3 people
32
Prepare catering
3 people
33
Assemble starter packs
4 people
34
Charge communication devices
2 people
35
Check the final weather forecast
36
Make the starting area clean and safe
3 people
37
Clean and secure the final venue
3 people
38
Build party tents
4 people
39
Set up tables and chairs
4 people
40
Hang lighting
3 people
41
Set up the registration table
2 people
42
Set up the catering table
3 people
43
Put up route signs
4 people
44
Set up aid stations
3 people

Event

45
Register volunteers
2 people
46
Brief volunteers
3 people
47
Register participants
4 people
48
Hand out wristbands
2 people
49
Distribute torches
4 people
50
Give safety instructions
2 people
51
Serve drinks and snacks
4 people
52
Refill drinks
2 people
53
Check toilets
54
Guide the front runners to the starting position
2 people
55
Start the torchlight procession
3 people
56
Secure intersections
6 people
57
Guide participants along the route
8 people
58
Guide those staying behind
2 people
59
Hand out water and hot drinks
3 people
60
Safely welcome at the finish
4 people
61
Extinguish lit torches
4 people
62
Collect torch remains
3 people
63
See off the last participants
2 people

Aftercare

64
Remove route signs
4 people
65
Collect litter along the route
5 people
66
Take down tables and chairs
4 people
67
Take down party tents
4 people
68
Wash dishes and supplies
3 people
69
Clean the start and finish locations
4 people
70
Dispose of waste
2 people
71
Inventory materials
2 people
72
Return borrowed materials
2 people
73
Check the route for leftover trash
2 people
74
Record damage and lost property
75
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Equipment

Walkie-talkiesqty 10
Megaphone
Phone chargersqty 4

Safety

Torchesqty 180
Torch holdersqty 180
Lightersqty 20
Metal fire binsqty 8
Bucketsqty 12
Fire blanketsqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Safety helmetsqty 4
Reflective vestsqty 30
Work glovesqty 20
Crowd control barriersqty 12
Traffic conesqty 24
Flashlightsqty 12

Route signage

Route signsqty 20
Directional signsqty 16
Plate standsqty 20
Conesqty 30
Cable tiesqty 200
Duct tapeqty 6
Ropeqty 4

Registration

Registration desk sign
Registration formsqty 220
Ballpoint pensqty 30
Wristbandsqty 220
Number stickersqty 220
Route mapsqty 220
Information boardsqty 6

Tableware

Reusable cupsqty 250
Mugsqty 120
Platesqty 220
Cutlery setsqty 220
Serving traysqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermal glovesqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Cleaning bucketsqty 4
Mopsqty 4
Hand broomsqty 4

Catering

Groceries

Tips

Fix the route and both gathering points before opening registration. Record the full route, mark hazards and check every crossing in daylight and again shortly before the procession.
Check permits, insurance and traffic requirements early. Contact authorities before sending invitations, because road closures or steward numbers can change the route and capacity.
Assign volunteers to fixed posts rather than relying on people to move wherever needed. Give each steward a high-visibility vest, a walkie-talkie or phone contact, and written instructions at least one week before the event.
Plan fire control at the start, along the route and at the finish. Place metal fire bins, buckets, fire blankets and extinguishers where torches are handed out, collected or likely to be dropped; keep lighters under staff control.
Send participants clear practical information before the day: meeting point, start time, route length, footwear, torch rules and what to do in an emergency. Recheck the weather and route on the day, then update the participant and volunteer lists before briefing everyone.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the route, permits, insurance and venue reservations, then leave the final 7 days for the second route inspection, weather check and volunteer briefing.
How many volunteers do I need for a torchlight procession?: Base the number on the route rather than attendance alone. Plan one traffic steward at every road crossing, plus a lead marshal, a rear marshal, first aid staff and at least two people managing torches and fire equipment.
How do you keep torches safe during a procession?: Hand out torches only at a controlled start point and keep spare lighters with designated staff. Set up fire bins and water buckets at the start and finish, carry fire blankets and extinguishers, and never leave a lit torch unattended.
When should I check the route for a torchlight procession?: Walk the entire route once during planning and again shortly before the event, ideally within 24 to 48 hours. Check for construction, blocked paths, poor lighting, parked vehicles and changes at crossings, then update signs and the traffic plan.

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.