How to organise a torchlight procession

A torchlight procession needs more than torches and a route. Start by fixing the date and walking the full route, then deal with permits, traffic measures, insurance and an alternative route before inviting participants. Build the safety plan around trained escorts, traffic marshals, first aid cover and clear emergency contacts. Order torches and fire-safety equipment early, and send participants practical instructions on clothing, timing, meeting points and what to do if they are separated from the group.

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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
Apply for permits
3
Scout the route in advance
2 people
4
Record hazards along the route
2 people
5
Determine an alternative route
2 people
6
Coordinate traffic measures
2 people
7
Check insurance details
8
Confirm the start location
9
Confirm final venue
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Assign escorts
2 people
15
Arrange first aid staffing
16
Assign traffic marshals
2 people
17
Collect participants' contact details
18
Compile emergency numbers
19
Order torches
20
Reserve fire extinguishers
21
Reserve tables and tents
22
Create route map
2 people
23
Write safety instructions
2 people
24
Print the run sheet
25
Send participant information
26
Check the weather forecast
27
Communicate the bad weather decision
2 people
28
Check torches and fuel
2 people
29
Do the shopping
2 people
30
Bring materials to the venue
3 people
31
Mark the route during the day
3 people
32
Prepare registration lists
33
Prepare name stickers
2 people
34
Lay out wristbands

Event

35
Set up the start and finish area
5 people
36
Set up tables and chairs
3 people
37
Set up party tents
4 people
38
Hang lighting
3 people
39
Put up route signs
3 people
40
Place safety cones
3 people
41
Set up registration desk
2 people
42
Set up the torch pickup point
2 people
43
Set up the first aid station
2 people
44
Chill drinks
2 people
45
Prepare coffee and tea
2 people
46
Set out snacks
2 people
47
Brief volunteers
2 people
48
Register participants
3 people
49
Hand out name stickers
2 people
50
Give safety instructions
2 people
51
Distribute torches
3 people
52
Light torches safely
4 people
53
Set up the front line
2 people
54
Position the rear guard
2 people
55
Lead the torchlight procession
8 people
56
Staff traffic points
4 people
57
Check route lighting
2 people
58
Refill drinks
2 people
59
Serve snacks
2 people
60
Welcome arriving participants
3 people
61
Confiscate burning torches
3 people
62
Safely extinguish torch remains
3 people
63
Serve coffee and tea
2 people
64
Collect waste along the way
2 people
65
See participants off
2 people

Aftercare

66
Take down the decorations
3 people
67
Clear tables and chairs
3 people
68
Take down party tents
4 people
69
Remove route signs
3 people
70
Remove safety cones
2 people
71
Wash dishes
2 people
72
Clean the venue
4 people
73
Dispose of waste
2 people
74
Count materials
2 people
75
Return borrowed materials
2 people
76
Store leftover torches
2 people
77
Check the route for leftover trash
2 people
78
Record any damage to materials
79
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 24
Bar stoolsqty 4
Tableclothsqty 6
Clothes racksqty 2

Lighting

LED light garlandsqty 6
LED lanternsqty 12
Flashlightsqty 10
Headlampsqty 8
AA batteriesqty 24
AAA batteriesqty 24
Rechargeable work lightsqty 4

Equipment

Mobile sound system
Microphoneqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Sports equipment

Torchesqty 180
Torch holdersqty 180
Lightersqty 12
Long matchesqty 6

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Bucketsqty 8
Water jerry cansqty 6
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Safety gogglesqty 12
Safety conesqty 20
Barrier tapeqty 6
Reflective armbandsqty 30

Route signage

Route signsqty 18
Directional signsqty 24
Wooden pegsqty 50
Cable tiesqty 100
Reflective tapeqty 4
Route mapsqty 220

Registration

Registration formsqty 220
Name stickersqty 220
Wristbandsqty 220
Pensqty 20
Clipboardsqty 8
Coin pursesqty 2

Decorations

Welcome bannersqty 2
Standing Table Signsqty 8
Lanternsqty 12
Ropeqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving traysqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 6
Thermometersqty 2

Cleaning

Waste binsqty 8
Broom and dustpanqty 4
Mopsqty 2
Cleaning bucketsqty 4
Hand soap dispensersqty 4
Towel holdersqty 4

Catering

Groceries

Tips

Walk and record the entire route at least 4–6 weeks before the procession. Note dark sections, crossings, narrow paths, uneven surfaces and access points for emergency services, then document a workable alternative route.
Apply for permits and coordinate traffic measures before sending invitations. Allow at least 6–8 weeks for approvals, and check whether your insurance covers an event involving open flames and temporary road controls.
Set a clear staffing ratio before registrations open. Assign named escorts, traffic marshals and first-aid staff, and give each person the route map, run sheet, emergency numbers and a reliable way to contact the organiser.
Treat fire equipment as a separate workstream, not a last-minute purchase. Count torches and holders against confirmed registrations, and place fire extinguishers, fire blankets, buckets and water jerry cans at the start, finish and any planned pause points.
Send participant information no later than 7 days before the event. Include the meeting point, start time, expected duration, route, clothing advice, safety rules, contact details and instructions for children or anyone who leaves the group.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 8–12 weeks ahead. This leaves time to inspect the route, secure permits, arrange traffic measures, recruit volunteers and order torches and safety equipment.
How many marshals do I need for a torchlight procession?: There is no single legal ratio, so agree the number with the relevant authorities and your risk assessment. As a practical starting point, assign one marshal to each major crossing or traffic point, plus escorts at the front, rear and alongside longer stretches.
What safety equipment is needed for a torchlight procession?: Plan fire extinguishers, fire blankets, buckets, water jerry cans and first aid kits, with equipment placed where staff can reach it quickly. Provide spare flashlights, headlamps and batteries so marshals are not dependent on torchlight alone.
What should participants be told before a torchlight procession?: Send the final information at least 7 days before the event and repeat the meeting point and start time on the day. Include the route, expected finish time, clothing advice, open-flame rules, emergency contact details and what to do if someone becomes separated.

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.