Torchlight procession checklist: plan it in the right order

A torchlight procession needs more than torches and a route. You’ll need time to arrange permissions, check fire safety, brief supervisors, and make the route visible after dark. Start by recording the date and route, then work through locations, registrations, equipment, and final checks. This checklist keeps the planning sequence clear, including the details that are often left until the last 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 date and route
2 people
Arrange permits and notifications
2 people
Check the route for safety
3 people
Reserve the start and finish locations
Check insurance coverage
Assign supervisors and stations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
2 people
Check the weather forecast
Print the route map
Collect emergency numbers and addresses
Check the torches
3 people
Prepare spare torches
2 people
Check fire extinguishers
2 people
Check first aid kit
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare route signs
2 people
Print participant list
Prepare the station briefing
2 people

Event

Mark off the starting area
3 people
Set up tables and tents
4 people
Set up lighting
3 people
Hang route arrows
4 people
Set up rest area
3 people
Set up the finish area
4 people
Distribute torches by group
3 people
Set up fire safety equipment
2 people
Set up the first aid station
2 people
Brief chaperones
2 people
Register participants
4 people
Hand out wristbands
2 people
Give safety instructions
2 people
Hand out torches safely
4 people
Guide groups to the start
4 people
Lead the torchlight procession
12 people
Monitor traffic points
4 people
Staff the rest stop
3 people
Serve drinks
3 people
Refill drinks
2 people
Hand out snacks
2 people
Extinguish and collect torches
4 people
Unregister participants
3 people
Collect lost and found items
See participants off
3 people

Aftercare

Remove route arrows
4 people
Clean up the venue
5 people
Collect waste
3 people
Wash dishes
3 people
Take down tables and tents
4 people
Clear away lighting
3 people
Let the torches cool down
2 people
Clean materials
3 people
Count the torches and tools
2 people
Store materials
2 people
Return borrowed materials
2 people
Leave venue clean
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Folding chairsqty 12
Waste binsqty 4

Lighting

LED lanternsqty 12
Battery lampsqty 8
Spare batteriesqty 24
Headlampsqty 12
Extension cordsqty 4
Power stripsqty 3
Torchesqty 70
Torch holdersqty 70
Lightersqty 8
Windshieldsqty 20

Equipment

Walkie-talkiesqty 12
Megaphone
Phonesqty 4
Power banksqty 4
Speaker

Fire safety

Fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 6
Metal fire binsqty 3

Safety

First aid kitsqty 2
Safety vestsqty 16
Flashlightsqty 8
Barrier tapeqty 4
Traffic conesqty 12
Reflective route arrowsqty 30
Conesqty 20
Route mapsqty 20

Decorations

Start sign
Final sign
Tableclothsqty 6

Tableware

Reusable cupsqty 80
Platesqty 80
Cutlery setsqty 80
Thermos flasksqty 6
Serving jugsqty 4

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Storage binsqty 8
Cutting boardsqty 4
Knivesqty 6
Pliersqty 4
Serving spoonsqty 4
Coffee spoonsqty 20
Jerry cansqty 6

Tools

Hammerqty 3
Ropeqty 3
Cable tiesqty 100
Duct tapeqty 4
Work glovesqty 10

Cleaning

Litter pickersqty 4
Bucketsqty 4
Spongesqty 8
Dishclothsqty 12
Hand soap dispensersqty 4

Registration

Attendance formsqty 10
Pen setsqty 4
Wristbandsqty 80
Clipboard foldersqty 6

Catering

Groceries

Tips

Confirm the date and route before sending invitations. Allow enough time for permits, notifications, insurance checks, and reservations for both the starting and finishing locations.
Walk the entire route in daylight and check it again after dark. Mark hazards, decide where supervisors will stand, and prepare reflective route arrows, traffic cones, barrier tape, and safety vests.
Check every torch before the event and prepare spare torches, torch holders, lighters, and windshields. Keep fire extinguishers, fire blankets, buckets of water, and metal fire bins at the agreed stations.
Send participant information before the procession, including the route, meeting point, finish point, start time, safety instructions, and an emergency contact number. Collect dietary requirements early if refreshments are provided.
Complete the final setup on the day: check the weather forecast, print the route map and participant list, mark the starting area, set up tables and tents, chill drinks, and brief each station team before participants arrive.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Begin at least 6 to 8 weeks before the procession. Use that time for permits and notifications, insurance checks, route and location reservations, invitations, registrations, and safety planning.
How many spare torches should I prepare?: Prepare spare torches for around 10% of registered participants, with a minimum of 5 spares for a small group. Check them before the event and keep extra batteries or working alternatives available where needed.
When should I check the route for safety?: Do the first route check at least 2 weeks beforehand and repeat it on the day. A final check catches temporary obstacles, poor lighting, weather-related hazards, and changes near the start or finish area.
What fire safety equipment is needed for a torchlight procession?: Place fire extinguishers, fire blankets, buckets of water, and metal fire bins at planned safety stations. Assign a supervisor to each station and include the equipment and response procedure in the briefing before the procession starts.

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.