Torch procession checklist and planning guide

A torch procession needs more coordination than a walk with lights. You need an approved route, fire-safety controls, trained escorts, traffic measures and a clear plan for the start and final venue. This checklist puts the work in a practical order, from recording the date and applying for permits to checking every torch and briefing volunteers. Use the participant count to size catering, route support and equipment before the event day.

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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 route and date
2 people
Apply for a permit
Check insurance
Confirm the start location
Confirm final venue
Coordinate traffic measures
2 people
Prepare safety plan
2 people
Record fire safety rules
2 people
Recruit escorts
2 people
Arrange a first-aid responder
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make route map
Distribute the route map
2 people
Reserve materials
Order catering
Assign volunteers
2 people
Prepare briefing
Check the weather forecast
Confirm the number of participants
Do the shopping
2 people
Check the torches
2 people
Scout the route
2 people
Print emergency numbers
Print participant list

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up party tents
4 people
Set up the check-in desk
2 people
Set up the catering table
2 people
Chill drinks
2 people
Set out snacks
2 people
Hang decorations
2 people
Place route arrows
3 people
Put up barrier tape
3 people
Test the lighting
2 people
Place fire extinguishers
2 people
Fill water buckets
2 people
Place first aid kit
Brief chaperones
2 people
Set up the torch pickup point
2 people
Give safety instructions
2 people
Register participants
3 people
Distribute torches
4 people
Serve drinks and snacks
3 people
Set up the parade
4 people
Guide the front procession
2 people
Escort the rear group
2 people
Secure intersections
4 people
Refill drinks
2 people
Refill snacks
2 people
Extinguish torches
4 people
Collect torches
4 people
Announce the closing
See participants off
3 people

Aftercare

Collect used materials
4 people
Sort waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
4 people
Check the route
3 people
Inventory materials
2 people
Safely dispose of torch remains
2 people
Return rental items
2 people
Clear away leftover catering
2 people
Empty waste containers
2 people
Handle deposit and documents

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 40
High tablesqty 4
Tableclothsqty 8

Lighting

LED lanternsqty 12
Batteriesqty 48
Flashlightsqty 10
Light-up wristbandsqty 120
Torchesqty 130
Torch holdersqty 130
Drip traysqty 130

Equipment

Extension cordsqty 4
Power stripsqty 4
Megaphonesqty 2
Rechargeable walkie-talkiesqty 8
Power banksqty 4

Safety

Buckets of waterqty 8
Fire extinguishersqty 4
Fire blanketsqty 4
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Crowd control barriersqty 12
Barrier tapeqty 4
Traffic conesqty 12

Decorations

Route arrowsqty 20
Welcome sign
Information boardsqty 4
Buntingqty 8
Balloonsqty 100
Balloon weightsqty 8

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 60
Pitchersqty 6
Serving spoonsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Pliersqty 8
Corkscrewsqty 3
Handwash sinksqty 2
Water jugsqty 6

Administration

Registration desk sign
Clipboardsqty 4
Pensqty 20
Wristbandsqty 150
Route mapsqty 150
Table numbersqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Dustpan and brushqty 3
Mop headsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Toilet brushesqty 2
Toilet paper holdersqty 2

Catering

Groceries

Tips

Start permits, insurance and traffic planning early. Aim to submit the permit application at least 6–8 weeks before the procession, because route changes or extra safety requirements can take time.
Scout the full route in daylight and walk it again before the event. Record narrow sections, crossings, uneven ground and places where escorts or barriers will be needed.
Brief volunteers with timings, positions and emergency actions, not just general instructions. Give each escort a route map and use rechargeable walkie-talkies where mobile coverage may be unreliable.
Check every torch before participants arrive. Test lighting, inspect holders, prepare drip trays and keep buckets of water, fire extinguishers and fire blankets at the agreed safety points.
Confirm the final headcount 3–5 days beforehand and use it to finish shopping and catering. Recheck the weather forecast 24–48 hours before starting, especially if tents, outdoor tables or electrical equipment are planned.

Frequently asked questions

How early should I apply for a torch procession permit?: Apply around 6–8 weeks before the procession whenever possible. This leaves time to coordinate traffic measures, provide the route map and respond to fire-safety or insurance questions.
How many volunteers do I need for a torch procession?: The number depends on the group size, route and crossings, but assign at least one clearly briefed escort to each control point and walking section. Finalise positions after the route scout and participant count, ideally 1–2 weeks before the event.
When should I check the torches and safety equipment?: Do a full equipment check 3–7 days before the procession, then inspect torches again on the day. Test batteries, lighting and holders, and place water buckets, extinguishers and first-aid kits before participants arrive.
When should invitations and registrations close?: Set a registration deadline about 7 days before the event. Use the final number to confirm dietary requirements, catering, route support, volunteer assignments and the quantity of torches and other equipment.

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.