Torchlight procession checklist: plan it in the right order

A torchlight procession needs more than a route and a supply of torches. You must secure permissions, plan crossings, brief volunteers and prepare for fire, traffic and changing weather. Start with the route and risk assessment, then work through permits, staffing, registration and equipment. This checklist brings those steps together so you can see what needs to happen early, what can wait, and what must be checked again on the 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

Set the route
2 people
Walk the route in advance
3 people
Apply for a permit
Report the route to emergency services
Request permission from landowners
2 people
Check insurance
Make a route risk assessment
2 people
Develop the traffic plan
2 people
Set up crossings
2 people
Schedule traffic controllers
Schedule first aid staff
Record start and finish locations
2 people
Reserve toilets
Order torches
Open participant registration
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish route information
Recruit volunteers
2 people
Brief volunteers
2 people
Prepare safety instructions
2 people
Check the weather forecast
Check the route again
3 people
Check torches and fuel
2 people
Update participant list
Lay out wristbands and numbers
2 people
Print route maps
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Distribute materials by post
3 people
Distribute phone numbers
Mark off the starting area
4 people
Set up tables
3 people
Build party tents
4 people
Hang lighting
3 people
Place information signs
2 people
Place route arrows
4 people
Set up crossing points
4 people
Set up the first aid station
2 people
Set up registration desk
2 people
Set up torch distribution
3 people
Set up the drinks and snacks table
3 people
Check toilets
Test sound system
2 people

Event

Staff volunteer stations
8 people
Register participants
3 people
Distribute torches
3 people
Explain safety rules
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the route clear
4 people
Staff traffic control points
6 people
Light torches safely
4 people
Let groups depart
3 people
Guide those staying behind
2 people
Keep first aid available
2 people
Refill torches
2 people
Guide arrivals
3 people
Extinguish and collect torches
4 people
Receive the last participants
2 people
Ensure participants leave safely
4 people

Aftercare

Remove route arrows
4 people
Remove traffic materials
4 people
Clean up waste
5 people
Dismantle tables and chairs
4 people
Dismantle party tents
4 people
Wash dishes
3 people
Clean the start area
5 people
Store torches safely
2 people
Inventory materials
2 people
Clean borrowed materials
2 people
Return materials
2 people
Take waste to the collection point
2 people
Check route for damage
2 people
Register lost and found items
Inform participants about found items
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 8
Folding chairsqty 12
Tableclothsqty 8
Waste binsqty 6

Lighting

Torchesqty 150
Spare torchesqty 20
LED string lightsqty 6
LED lanternsqty 12
Flashlightsqty 10
Headlampsqty 8

Safety

Fire blanketsqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Safety vestsqty 16
Crowd control barriersqty 12
Traffic conesqty 20
Barrier tapeqty 6
Reflective route arrowsqty 30
Emergency blanketsqty 10

Communication

Walkie-talkiesqty 10
Power banksqty 6
Megaphonesqty 2
Route mapsqty 150
Participant numbersqty 150
Wristbandsqty 150

Decorations

Start arch
Information boardsqty 6
Directional signsqty 30

Equipment

Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 4

Tableware

Reusable cupsqty 200
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150

Kitchen

Kettlesqty 3
Thermos flasksqty 6
Coolersqty 6
Serving jugsqty 4
Cutting boardsqty 3
Knivesqty 6
Serving spoonsqty 8
Lidded containersqty 12

Cleaning

Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set the route before ordering torches or publishing registration details. Walk the full route in advance, record the start and finish points, and note every crossing, narrow section and place where participants may need clearer signs.
Begin permit and permission requests as soon as the route is chosen. Allow at least 6–8 weeks for applications, landowner approval, emergency-service notification and insurance checks, especially if roads or public paths are involved.
Plan staffing from the route backwards. Assign traffic controllers to each crossing, schedule first aid staff, and recruit enough volunteers for registration, torch distribution, route guidance and the finish area; brief everyone before the procession starts.
Prepare a participant information pack with the route, meeting point, start time, safety instructions and contact details. Collect dietary requirements during registration and publish the final route only after the second route check is complete.
Check all lighting and safety equipment on the day, not just when it arrives. Test torches and fuel, count spare torches, charge walkie-talkies and power banks, and place fire blankets, extinguishers and first aid kits where staff can reach them quickly.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 8–12 weeks before the event. That gives you time to walk and assess the route, apply for permits, contact landowners and emergency services, arrange insurance, recruit volunteers and order torches.
How many torches should I order for a procession?: Order one torch per registered participant, plus at least 10% spare torches for breakages, lost equipment or late arrivals. Check the final registration count 3–5 days before the event and confirm that fuel or batteries match the torch type.
Do I need a permit for a torchlight procession?: Often, yes, particularly when the procession uses public roads, affects traffic or passes through managed land. Contact the relevant authority at least 6–8 weeks ahead, then notify emergency services and request landowner permission where needed.
When should volunteers be briefed for a torchlight procession?: Give volunteers the route, safety instructions and their individual duties at least 7 days before the procession. Hold a final briefing on the day 60–90 minutes before the start, after the weather and route have been checked again.

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