How to organise a torchlight procession

A torchlight procession needs more than a route and a supply of torches. Start by securing permission for the route and locations, then build the safety plan around crossings, rest stops and crowd supervision. Registrations, dietary information and participant instructions should be completed before you order catering and equipment. On the day, check the route again, mark it clearly and keep torches, water and emergency equipment under controlled supervision.

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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 route and rest stops
2 people
2
Arrange route permission
3
Reserve the start and finish locations
4
Develop safety plan
2 people
5
Assign supervisors and stations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send participant information
10
Order torches and safety equipment
11
Order catering
12
Check route in advance
2 people
13
Assess crossing points
2 people
14
Store torches in a dry place
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Print participant lists
18
Print route maps and instructions

Event

19
Check the starting location
2 people
20
Set up tables and chairs
4 people
21
Hang lighting
3 people
22
Mark route
4 people
23
Set up a rest area
3 people
24
Set up the registration table
2 people
25
Set Out Torches and Cups
3 people
26
Check safety equipment
2 people
27
Brief chaperones
2 people
28
Register participants
3 people
29
Distribute torches
3 people
30
Give safety instructions
2 people
31
Lead the torchlight procession
10 people
32
Guide people across the road
4 people
33
Staff the rest area
3 people
34
Serve drinks
3 people
35
Refill drinks
2 people
36
Extinguish torches safely
4 people
37
Check on those staying behind
2 people
38
Check out participants
2 people

Aftercare

39
Remove route arrows and barriers
4 people
40
Clear tables and chairs
4 people
41
Collect waste
3 people
42
Wash dishes
2 people
43
Clean the starting location
3 people
44
Remove torch debris
3 people
45
Store materials dry
2 people
46
Return borrowed materials
47
Store leftover stock
48
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Distribution tablesqty 3
Folding chairsqty 12
Tableclothsqty 5

Lighting

LED light stringsqty 6
Battery lanternsqty 10
Spare batteriesqty 20
Headlampsqty 12
Reflective route arrowsqty 30

Equipment

Walkie-talkiesqty 8
Megaphone
Power banksqty 4

Safety

Torchesqty 100
Torch holdersqty 100
Fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 8
Reflective vestsqty 20
First aid kitsqty 2
Crowd control barriersqty 8
Traffic conesqty 16
Flashlightsqty 10

Registration

Registration foldersqty 3
Clipboardsqty 6
Ballpoint pensqty 20
Wristbandsqty 100
Route mapsqty 100
Instruction signsqty 6
Name stickersqty 120

Catering

Thermos flasksqty 6
Coolersqty 6
Reusable cupsqty 150
Reusable soup bowlsqty 100
Reusable spoonsqty 100
Serving plattersqty 10
Serving spoonsqty 6
Water jugsqty 8
Food warmersqty 4
Groceries

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Paper towel holdersqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12
Washing-up basinsqty 6
Hand soap dispensersqty 4

Tools

Hammerqty 2
Pioneer shovelsqty 2
Cable tiesqty 100
Duct tapeqty 4
Ropeqty 2

Tips

Set the route first, including rest stops and every road crossing. Check it in advance at the same time of day as the procession so you can identify dark sections, narrow points and places where marshals need to stand.
Arrange route permission and reserve the start and finish locations before sending invitations. Allow at least 2–3 weeks for approvals or changes, and do not publish a route that has not been confirmed.
Assign a supervisor to each crossing, rest stop and key route section. Give them walkie-talkies, reflective vests and a written route map; one person should coordinate the whole procession rather than trying to manage it from the registration table.
Keep torches in a dry storage area until distribution and prepare a controlled handout point. Place fire extinguishers, fire blankets and buckets of water where supervisors can reach them quickly, not inside a locked vehicle or at the far end of the route.
Send participant information at least 3 days before the event with the meeting time, route length, clothing guidance, registration process and safety rules. Print participant lists, route maps and instructions, and set up registration before the first arrivals rather than during the torch handout.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 6–8 weeks before the procession. Secure route permission and the start and finish locations first, then allow time for registrations, equipment orders, catering and a route check.
How many supervisors do I need for a torchlight procession?: Assign at least one supervisor to every crossing, rest stop and major route section, plus one overall coordinator. Add enough people to keep the registration and torch distribution points staffed while the procession is moving.
When should I send information to procession participants?: Send the main participant information at least 3 days before the event, once the route and meeting arrangements are final. Send a short update sooner if the route, weather plan or arrival time changes.
Where should torches and fire safety equipment be kept?: Store torches in a dry place until they are handed out on the day. Keep fire extinguishers, fire blankets and buckets of water at the start, finish and supervised points along the route so they are immediately accessible.

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