Torchlight Procession Checklist

A torchlight procession needs more than torches and a route. You need permission, a checked path, clear supervision and a safe system for handing out flames before anyone starts walking. This checklist puts the work in order, from reserving the start and finish locations to marking crossings, preparing registration and setting up rest points. It also covers details that are easy to leave too late, such as dry torch storage, printed route instructions, spare lighting and drinks at the rest area.

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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 route and rest stops
2 people
Arrange route permission
Reserve the start and finish locations
Develop safety plan
2 people
Assign supervisors and stations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Order torches and safety equipment
Order catering
Check route in advance
2 people
Assess crossing points
2 people
Store torches in a dry place
Do the shopping
2 people
Chill drinks
2 people
Print participant lists
Print route maps and instructions

Event

Check the starting location
2 people
Set up tables and chairs
4 people
Hang lighting
3 people
Mark route
4 people
Set up a rest area
3 people
Set up the registration table
2 people
Set Out Torches and Cups
3 people
Check safety equipment
2 people
Brief chaperones
2 people
Register participants
3 people
Distribute torches
3 people
Give safety instructions
2 people
Lead the torchlight procession
10 people
Guide people across the road
4 people
Staff the rest area
3 people
Serve drinks
3 people
Refill drinks
2 people
Extinguish torches safely
4 people
Check on those staying behind
2 people
Check out participants
2 people

Aftercare

Remove route arrows and barriers
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the starting location
3 people
Remove torch debris
3 people
Store materials dry
2 people
Return borrowed materials
Store leftover stock
Register lost and found items

What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Distribution tablesqty 3
Folding chairsqty 12
Tableclothsqty 5

Lighting

LED light stringsqty 6
Battery lanternsqty 10
Spare batteriesqty 20
Headlampsqty 12
Reflective route arrowsqty 30

Equipment

Walkie-talkiesqty 8
Megaphone
Power banksqty 4

Safety

Torchesqty 100
Torch holdersqty 100
Fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 8
Reflective vestsqty 20
First aid kitsqty 2
Crowd control barriersqty 8
Traffic conesqty 16
Flashlightsqty 10

Registration

Registration foldersqty 3
Clipboardsqty 6
Ballpoint pensqty 20
Wristbandsqty 100
Route mapsqty 100
Instruction signsqty 6
Name stickersqty 120

Catering

Thermos flasksqty 6
Coolersqty 6
Reusable cupsqty 150
Reusable soup bowlsqty 100
Reusable spoonsqty 100
Serving plattersqty 10
Serving spoonsqty 6
Water jugsqty 8
Food warmersqty 4
Groceries

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Paper towel holdersqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12
Washing-up basinsqty 6
Hand soap dispensersqty 4

Tools

Hammerqty 2
Pioneer shovelsqty 2
Cable tiesqty 100
Duct tapeqty 4
Ropeqty 2

Tips

Confirm route permission and reserve both the start and finish locations before sending invitations. Allow at least several weeks for permissions, especially if the route crosses public roads.
Walk the complete route in advance during similar light conditions. Note every crossing, narrow section and rest point, then place reflective arrows, cones and instruction signs where participants can see them.
Assign supervisors to crossings, the start, the finish and each rest station. Give them walkie-talkies or another reliable communication method, and provide reflective vests and flashlights.
Prepare registration before participants arrive: print the participant list, route maps and dietary information, then set out wristbands, name stickers, pens and clipboards at the registration table.
Keep torches and holders dry until distribution, and prepare fire extinguishers, fire blankets and buckets of water before lighting any torch. Set out spare batteries and headlamps as backup for dark sections.

Frequently asked questions

How far in advance should I plan a torchlight procession?: Start planning at least 6 to 8 weeks before the procession. Arrange route permission, locations, safety planning and equipment first; send participant information only after the route and timings are confirmed.
How do you make a torchlight procession safe?: Check the route in advance, assess every crossing and assign supervisors to fixed stations. Keep fire extinguishers, fire blankets and buckets of water at the start, finish and rest areas, and use reflective vests and route lighting after dark.
What should participants receive before a torchlight procession?: Send the route, start time, finish location, safety instructions and rest-stop details at least 7 days beforehand. Include what to wear, where to register and how dietary requirements should be submitted.
When should torches be handed out?: Set out torches, holders and cups at the distribution table shortly before registration opens, rather than leaving them outside for hours. Store them in a dry place beforehand and distribute them only after the safety briefing and supervisor checks are complete.

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