What you need for a torch procession

A torch procession needs more than torches and fuel. Prepare lighting for the route, clear signs, communication equipment and enough fire-safety supplies for the group size and route conditions. This shopping list also covers first aid, crowd control and the equipment needed at the start and final venue. Check quantities after registrations close, then shop early enough to test every torch and replace missing or faulty items.

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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
- Coffee - 2 packs
- Tea assortment - 3 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 6 bottles
- Mulled wine - 12 liters
- Cocoa powder - 2 packs
- Whipped cream - 6 cans
- Sandwiches - 180 pieces
- Butter - 4 packs
- Young cheese - 4 kilos
- Ham - 3 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Cucumber - 12 pieces
- Tomatoes - 5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salsa - 6 jars
- Savory nuts - 6 bags
- Mini sausages - 8 packs
- Cheese cubes - 4 kilo
- Grapes - 4 kilos
- Apples - 6 kilos
- Mandarins - 5 kilos
- Cookies - 10 packs
- Brownies - 8 boxes
- Ketchup - 3 bottles
- Mayonnaise - 3 jars
- Mustard - 2 jars
- Salt - 2 packs
- Pepper - 2 jars
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Garbage bags - 100 pieces
- Paper towels - 6 packs
- Aluminum foil - 3 rolls
- Cling film - 3 rolls

Tips

Plan one working torch for each participant, plus at least 10% spare torches for losses, damage or late arrivals. Check every torch before the procession and keep spare batteries or charging options ready.
Provide one flashlight or LED lantern for each route marshal, first-aid responder and key volunteer. Add light-up wristbands for children or participants who need to remain visible in the group.
Keep fire-safety supplies at both the start and final venue when the route does not return to one point. Place buckets of water, fire extinguishers, fire blankets and drip trays where torch handling or extinguishing will happen.
Buy route arrows, a welcome sign and information boards before invitations go out if directions depend on them. Prepare enough arrows for every turn, junction and entrance, with a few extras for weather damage.
Match communication and crowd-control equipment to the volunteer team: provide a safety vest for each marshal, one walkie-talkie per key post, and barriers or cones for every point where people or traffic need guiding.

Frequently asked questions

How many torches do I need for a torch procession?: Plan one torch per participant and add at least 10% spare torches. For 100 participants, that means 110 torches, subject to your fire-safety rules and the torch type.
What fire-safety equipment is needed for a torch procession?: Prepare buckets of water, fire extinguishers, fire blankets and drip trays, with equipment at every relevant handling or extinguishing point. Check the required quantities with your venue, insurer or local authority at least 2 weeks before the event.
How many safety vests and walkie-talkies should I buy?: Provide one safety vest for every marshal, traffic volunteer and route supervisor. A practical starting point is one walkie-talkie for each key post, plus 1 or 2 spare units, and confirm the final count after volunteer assignments are complete.
When should I buy supplies for a torch procession?: Buy torches, lighting and safety equipment at least 2 weeks before the procession so there is time to test, replace and label everything. Order printed route signs and other custom materials at least 3 weeks ahead.

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