Torch Procession Checklist

A torch procession needs more than torches and a route. You must confirm permissions, reserve the starting point, recruit marshals and first aid staff, and notify residents along the route. This checklist puts those jobs in a workable order, from route planning and registrations to setting up signs, barriers, refreshments and the registration desk. It also helps you check safety equipment before participants arrive, including spare torches, fire water, reflective vests and walkie-talkies.

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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

Set the route
2 people
Submit required notifications
Reserve starting location
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check insurance
Assign traffic marshals
2 people
Arrange first aid staffing
Notify nearby residents of the route
Order torches and materials
Check the shopping list
2 people
Do the shopping
2 people
Check the torches
3 people
Prepare route signs
2 people
Chill drinks
2 people
Set out snacks
3 people
Prepare coffee and tea
2 people
Set up tables and chairs
4 people
Hang lighting
3 people
Put up route signs
4 people
Put up barriers
4 people
Set up the first aid station
2 people
Set up registration desk
2 people

Event

Brief volunteers
3 people
Receive participants
4 people
Distribute torches
4 people
Give safety instructions
2 people
Serve snacks and drinks
4 people
Refill drinks
2 people
Light torches safely
5 people
Line up the group
4 people
Lead the parade
12 people
Staff traffic points
6 people
Extinguish and collect torches
5 people
See participants off
3 people

Aftercare

Take down materials
5 people
Collect waste
4 people
Clean the venue
4 people
Store materials safely
2 people
Return borrowed materials
2 people
Handle lost property

What to bring

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

Lighting

Torchesqty 130
Torch holdersqty 130
Spare torchesqty 15
Lanternsqty 12
LED string lightsqty 4
Extension cordsqty 4
Power stripsqty 4

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Party tentsqty 2
Tableclothsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 4

Safety

Fire extinguishersqty 4
Buckets of fire waterqty 8
First aid kitsqty 2
Reflective vestsqty 14
Work glovesqty 20

Equipment

Walkie-talkiesqty 8
Megaphonesqty 2
Lanternsqty 8

Decorations

Route signsqty 12
Directional signsqty 10
Bannersqty 3
Table décorqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Set the route and starting location first, then submit any required notifications and contact nearby residents. Allow at least two to four weeks for permissions, route changes and replies.
Recruit volunteers early and assign clear roles: traffic marshals, registration, first aid and route support. For a larger procession, give each team a walkie-talkie and provide reflective vests for anyone working near traffic.
Order torches, holders and spare torches before sending final participation details. Keep a practical reserve of around 5–10% spare torches so damaged or empty torches do not delay the start.
Check fire and first-aid arrangements before setup day. Place fire extinguishers and buckets of fire water where torches are handled, and set up the first aid station before participants register.
Prepare refreshments and lighting as separate setup jobs. Chill drinks, set out snacks, prepare coffee and tea, and test extension cords, power strips and LED string lights before the procession begins.

Frequently asked questions

How far in advance should I plan a torch procession?: Start route planning and permission checks at least four weeks before the event. Recruit volunteers and open registrations once the route and starting location are confirmed.
How many spare torches do I need for a procession?: Plan for about 5–10% spare torches in addition to the number of participants. For 100 people, that means keeping 5–10 extra torches available, plus holders if the design requires them.
What safety equipment is needed for a torch procession?: Have fire extinguishers, buckets of fire water, first aid kits, reflective vests and work gloves ready. Assign first aid staff and traffic marshals before the event, not on the day itself.
When should I put up route signs and barriers?: Put up route signs and barriers during final setup, after checking the route for access and visibility. Finish this at least 30–60 minutes before registration opens so volunteers can correct missing or unclear signs.

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