How to organise a torchlight procession

A torchlight procession needs more than torches and a meeting point. Start by fixing the date and route, then check permissions, road safety and suitable start and finish locations before inviting people. In the final week, confirm registrations, assign marshals and volunteers, print route maps and test every light source. On the day, allow time to check torches, place signs and brief participants before the procession moves off.

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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
Record route and date
2 people
2
Arrange permits and notifications
2 people
3
Check the route for safety
3 people
4
Confirm start and finish locations
2 people
5
Design invitations
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Assign traffic marshals
2 people
11
Make route map
12
Have the route maps printed
13
Reserve torches and holders
2 people
14
Test lighting and extension cords
2 people
15
Prepare safety instructions
2 people
16
Check the weather forecast
17
Update participant numbers
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Pick Up Torches
2 people
21
Sort materials
3 people
22
Check torches for safety
3 people
23
Lay out wristbands and numbers
2 people
24
Prepare route signs
2 people
25
Clean the starting location
3 people
26
Clean the final venue
3 people
27
Prepare coffee and tea
2 people
28
Set up tables
4 people
29
Set up party tents
6 people
30
Hang lighting
3 people
31
Connect power supply
2 people
32
Set up the information desk
2 people
33
Set up the torch distribution point
3 people
34
Chill drinks
2 people
35
Set out snacks
3 people
36
Put up route signs
4 people
37
Put up barriers
4 people
38
Set out safety equipment
2 people
39
Brief volunteers
3 people

Event

40
Register participants
4 people
41
Hand out route maps
2 people
42
Distribute torches
4 people
43
Give safety instructions
2 people
44
Serve coffee and tea
3 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Gather the starting group
3 people
48
Start the torchlight procession
3 people
49
Guide the lead group
2 people
50
Escort the rear group
2 people
51
Secure intersections
6 people
52
Inform participants along the way
2 people
53
Extinguish torches safely
4 people
54
Collect torches
4 people
55
Serve hot drinks
3 people
56
Serve snacks at the finish
3 people
57
Collect lost property

Aftercare

58
Remove route signs
4 people
59
Remove the barriers
4 people
60
Collect waste
5 people
61
Clear tables and chairs
5 people
62
Take down party tents
6 people
63
Dismantle lighting
3 people
64
Wash dishes
3 people
65
Clean the venue
4 people
66
Store materials dry and safely
3 people
67
Count and sort torches
2 people
68
Return rental items
2 people
69
Distribute leftover food
2 people
70
Return lost property
71
Check the route for any litter left behind
3 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
AA batteriesqty 24
Flashlightsqty 8
Headlampsqty 6
Rechargeable walkie-talkiesqty 8
Battery chargersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Torchesqty 150
Torch holdersqty 150
Lightersqty 12
Long matchesqty 4
Metal fire bucketsqty 8
Water jerry cansqty 6
Fire extinguishersqty 4
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 20
First aid kitsqty 2
Megaphone
Handheld microphone

Decorations

Route signsqty 16
Directional signsqty 12
Welcome sign
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Ropeqty 100
Cable tiesqty 100

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Can openersqty 2

Catering

Route mapsqty 180
Wristbandsqty 180
Participant formsqty 200
Pen setsqty 4
Table number cardsqty 8
Groceries

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Work glovesqty 12
Broom setsqty 3
Litter pickersqty 4

Tips

Record the route and date before sending invitations. Check every crossing, narrow section and unlit stretch, and confirm that the start and finish locations can handle people gathering before and after the walk.
Arrange permits and notifications early enough for local requirements; aim to complete this at least 4 weeks before the procession. Do not assume a familiar route is automatically approved for a group event.
Assign traffic marshals and other volunteers before the final week. Give each marshal a defined section of the route, a way to communicate, and a printed map rather than relying on verbal directions.
Test torches, holders, batteries, extension cords and other lighting 2 to 3 days before the event. Check spare batteries and safe lighting at the start and finish, because replacing equipment after participants arrive is difficult.
Prepare a short safety briefing and deliver it before departure. Explain how to carry the torch, where to stay on the route, what to do if separated, and where the metal fire buckets and first-aid support are located.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 6 to 8 weeks before the procession. Complete the route, date, permissions and safety checks first, then send invitations once the basic arrangements are confirmed.
How many volunteers do I need for a torchlight procession?: Plan for at least 1 marshal at every road crossing or route decision point, plus 2 people at registration and 2 people at the start and finish. Add one lead organiser and enough spare volunteers to cover a 10% absence rate.
When should I check the weather for a torchlight procession?: Check the forecast 7 days before the event and again 24 hours before it starts. Use the final check to confirm clothing guidance, lighting arrangements, route conditions and whether participants need an update.
What should happen before the torchlight procession starts?: Allow 30 to 45 minutes for registration, wristbands or numbers, torch checks, route instructions and volunteer briefing. Give the safety briefing immediately before departure so late arrivals hear the same instructions.

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.