What to buy for a torch procession

A torch procession needs more than torches and matches. You will need safe torch holders, spare lighting, route signs, reflective vests, fire-control equipment and a way to keep volunteers in contact. If people meet before or after the procession, plan drinks, snacks, tables and hot drinks as well. Use the final headcount to calculate quantities, then check every torch and power connection before the event day.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 12 bottles
- Apple juice - 6 packs
- Alcohol-free beer - 4 crates
- Chocomel - 4 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cheese biscuits - 5 packs
- Salted breadsticks - 5 bags
- Mixed nuts - 4 bags
- Popcorn - 4 bags
- Mini raisin rolls - 100 pieces
- Mini cheese rolls - 100 pieces
- Mini vegetable pies - 80 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Napkins - 500 pieces
- Stir sticks - 250 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 6 bottles
- Wet wipes - 4 packs

Tips

Buy at least 10% spare torches and holders on top of your expected attendance. Test every torch before the procession and keep the spares at the registration desk.
Give each traffic marshal and route volunteer a reflective vest, work gloves and a charged walkie-talkie. Keep one extra radio and a megaphone at the start point.
Place a fire extinguisher and a bucket of fire water at the start, finish and any refreshment point. Do not leave fire-control equipment packed away where volunteers cannot reach it.
For the welcome or finish point, allow 2 to 3 drinks per person for the first hour, plus extra water. Use coolers or ice containers for cold drinks and thermos flasks for coffee and tea.
Prepare route signs and lighting before guests arrive. Bring extension cords and power strips only where they can be secured safely, and keep spare batteries or lanterns available for dark sections.

Frequently asked questions

How many spare torches do I need for a torch procession?: Buy at least 10% more torches than the number of expected participants. For 100 people, that means 110 torches, with the extra 10 kept ready at registration.
What safety equipment is needed for a torch procession?: Have fire extinguishers, buckets of fire water, first aid kits, reflective vests and work gloves available. Put fire-control equipment at least at the start and finish, and give every route marshal visible identification.
How many cups and drinks should I buy for a torch procession?: Allow 2 to 3 drinks per person for the first hour, then add extra water for the route and any waiting time. Buy at least one reusable cup per guest, plus roughly 10% spare cups for loss or damage.
When should I prepare the shopping for a torch procession?: Buy non-perishable items such as signs, lighting, tableware and safety equipment at least 1 week ahead. Get ice, chilled drinks and fresh snacks 1 day before, then check the complete shopping list again on the event day.

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