Lantern procession checklist: what to arrange and when

A lantern procession needs more than lanterns and a starting point. You must secure the route, permits and traffic measures early, then organise registrations, volunteers and safety instructions before the event day. The final week is for checking batteries, deliveries, weather and route bottlenecks. Use this checklist to keep the planning in order and prevent common last-minute problems such as missing signs, unclear volunteer roles or fresh supplies arriving too soon.

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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

Record date and route
2 people
Apply for a permit from the municipality
Coordinate the route with the municipality
2 people
Apply for traffic measures
Confirm start and finish locations
Send invitations
2 people
Open registrations
Recruit volunteers
2 people
Distribute the route map
Process registrations
Collect dietary requirements
Prepare safety instructions
2 people
Check the weather forecast
Create final participant list
Create volunteer schedule
2 people
Confirm deliveries and reservations
Check lanterns and batteries
2 people
Check the route for bottlenecks
2 people
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
2 people
Keep fresh produce cool
2 people
Bring materials to the venue
3 people
Set up tables and tents
4 people
Set up the reception desk
2 people
Set up drink station
2 people
Prepare snacks
3 people
Set up coffee and tea station
2 people
Set up the lantern craft table
3 people
Hang decorations
2 people
Place route arrows
3 people
Check lighting along the route
3 people
Set out first aid and safety equipment
2 people

Event

Welcome volunteers
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out wristbands
2 people
Distribute lanterns
3 people
Guide children during crafts
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check lanterns and lights
2 people
Gather participants before departure
4 people
Give safety instructions
Send lead group to starting position
3 people
Send back line to starting position
3 people
Lead the lantern parade
8 people
Secure intersections
6 people
Guide those staying behind
2 people
Ensure participants return safely
4 people
Serve hot drinks
3 people
Serve snacks and soup
3 people
Inform participants about departure
Collect lost and found items
Safely extinguish lanterns
2 people

Aftercare

Clear tables and chairs
4 people
Remove decorations
2 people
Remove route arrows
3 people
Wash dishes and supplies
3 people
Empty coolers
2 people
Sort and dispose of waste
3 people
Clean the venue
4 people
Move materials to storage
3 people
Return borrowed materials
2 people
Register lost and found items
Inform participants about found items
Store leftover food
2 people
Clean trash bins and cleaning supplies
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 40
Buffet tablesqty 3
Tablecloth coversqty 10

Lighting

LED string lightsqty 8
LED lanternsqty 12
Battery lampsqty 10
Extension cordsqty 6
Power stripsqty 4
Spare AA batteriesqty 48
AAA spare batteriesqty 48
LED tea lightsqty 150
Lantern polesqty 120
Paper lanternsqty 120
Reflective vestsqty 20
Headlampsqty 10

Decorations

Paper garlandsqty 12
Balloonsqty 100
Welcome sign
Route signsqty 18
Route arrowsqty 30
Barrier tapeqty 4
Conesqty 20
Table numbersqty 8

Equipment

Portable speaker
Microphone
Megaphonesqty 2
Power banksqty 4
Battery chargersqty 4
Walkie-talkiesqty 8
Hand trucksqty 2
Cable reelsqty 2

Tableware

Reusable cupsqty 180
Soup bowlsqty 150
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 120
Serving spoonsqty 12
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Soup kettlesqty 3
Food warmersqty 4
Serving jugsqty 6
Coolersqty 6
Ice bucketsqty 4
Storage binsqty 12
Aluminum foilqty 4
Cling filmqty 3
Serving plattersqty 12
Bread cutting boardsqty 3
Washing-up tubsqty 4
Kettlesqty 3
Coffee machinesqty 2
Pliersqty 8
Food prep glovesqty 4

Cleaning

Waste binsqty 10
Trash bag holdersqty 6
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4
Paper towel dispensersqty 4
First aid kitsqty 2
Flashlightsqty 8
Toilet paper holdersqty 4

Catering

Groceries

Tips

Start with the date and route, then contact the municipality about permits and traffic measures. Allow at least 6–8 weeks for this, especially if the procession uses public roads.
Set a clear registration deadline about 7 days before the procession. Use the final participant list to collect dietary requirements and create a volunteer schedule instead of assigning people informally on the day.
Walk the complete route during the week before the event and mark narrow sections, crossings and other bottlenecks. Prepare route signs, arrows, cones and barrier tape where participants could take a wrong turn or spread into traffic.
Test every lantern, LED light, battery lamp, microphone and megaphone 2–3 days beforehand. Keep spare AA and AAA batteries, power banks and chargers together at the reception desk rather than leaving them in separate boxes.
Keep fresh food and drinks cool until setup, while non-perishable supplies can be prepared earlier. Bring tents, tables, lighting and signage to the venue before volunteers arrive, then set up the reception desk first so late arrivals know where to go.

Frequently asked questions

How far in advance should I plan a lantern procession?: Start 6–8 weeks before the planned date. Permit applications, route coordination and traffic measures usually need more lead time than invitations, shopping and volunteer scheduling.
How many volunteers do I need for a lantern procession?: Plan at least 1 route volunteer for every 15–20 participants, plus 2 people at registration and 1 overall coordinator. Add extra coverage for road crossings, the start and finish points, and any narrow route sections.
When should I check the lanterns and batteries?: Test all lanterns and lights 2–3 days before the procession, not on the morning itself. Charge power banks and walkie-talkies at the same time and keep spare AA and AAA batteries with the equipment.
When should I send the final information to participants?: Send the route map, meeting instructions and safety guidance 3–5 days before the procession. Include the start and finish locations, what time participants should arrive and a contact number for questions on the day.

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