Torchlight procession checklist

A torchlight procession needs more than torches and a start time. You need a checked route, the right permits, traffic coordination, trained escorts and a clear response plan for fire or medical incidents. Use this checklist to work from route and venue decisions through registrations, supplies and participant instructions. The plan also helps you prepare for details that are often left too late, such as alternative routes, emergency contacts, batteries and water for extinguishing equipment.

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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 route and date
2 people
Apply for permits
Scout the route in advance
2 people
Record hazards along the route
2 people
Determine an alternative route
2 people
Coordinate traffic measures
2 people
Check insurance details
Confirm the start location
Confirm final venue
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign escorts
2 people
Arrange first aid staffing
Assign traffic marshals
2 people
Collect participants' contact details
Compile emergency numbers
Order torches
Reserve fire extinguishers
Reserve tables and tents
Create route map
2 people
Write safety instructions
2 people
Print the run sheet
Send participant information
Check the weather forecast
Communicate the bad weather decision
2 people
Check torches and fuel
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Mark the route during the day
3 people
Prepare registration lists
Prepare name stickers
2 people
Lay out wristbands

Event

Set up the start and finish area
5 people
Set up tables and chairs
3 people
Set up party tents
4 people
Hang lighting
3 people
Put up route signs
3 people
Place safety cones
3 people
Set up registration desk
2 people
Set up the torch pickup point
2 people
Set up the first aid station
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Brief volunteers
2 people
Register participants
3 people
Hand out name stickers
2 people
Give safety instructions
2 people
Distribute torches
3 people
Light torches safely
4 people
Set up the front line
2 people
Position the rear guard
2 people
Lead the torchlight procession
8 people
Staff traffic points
4 people
Check route lighting
2 people
Refill drinks
2 people
Serve snacks
2 people
Welcome arriving participants
3 people
Confiscate burning torches
3 people
Safely extinguish torch remains
3 people
Serve coffee and tea
2 people
Collect waste along the way
2 people
See participants off
2 people

Aftercare

Take down the decorations
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Remove route signs
3 people
Remove safety cones
2 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Count materials
2 people
Return borrowed materials
2 people
Store leftover torches
2 people
Check the route for leftover trash
2 people
Record any damage to materials
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 24
Bar stoolsqty 4
Tableclothsqty 6
Clothes racksqty 2

Lighting

LED light garlandsqty 6
LED lanternsqty 12
Flashlightsqty 10
Headlampsqty 8
AA batteriesqty 24
AAA batteriesqty 24
Rechargeable work lightsqty 4

Equipment

Mobile sound system
Microphoneqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Sports equipment

Torchesqty 180
Torch holdersqty 180
Lightersqty 12
Long matchesqty 6

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Bucketsqty 8
Water jerry cansqty 6
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Safety gogglesqty 12
Safety conesqty 20
Barrier tapeqty 6
Reflective armbandsqty 30

Route signage

Route signsqty 18
Directional signsqty 24
Wooden pegsqty 50
Cable tiesqty 100
Reflective tapeqty 4
Route mapsqty 220

Registration

Registration formsqty 220
Name stickersqty 220
Wristbandsqty 220
Pensqty 20
Clipboardsqty 8
Coin pursesqty 2

Decorations

Welcome bannersqty 2
Standing Table Signsqty 8
Lanternsqty 12
Ropeqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving traysqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 6
Thermometersqty 2

Cleaning

Waste binsqty 8
Broom and dustpanqty 4
Mopsqty 2
Cleaning bucketsqty 4
Hand soap dispensersqty 4
Towel holdersqty 4

Catering

Groceries

Tips

Record and walk the route well before the procession. Note hazards, confirm an alternative route and include both in the route map and participant information.
Start permit and traffic arrangements early enough to allow changes after the route inspection. Confirm the start location, final venue and any road measures before invitations go out.
Give every volunteer a defined role: escorts, traffic marshals and first-aid staff should receive the run sheet, route map and emergency numbers before event day.
Prepare fire safety at the same time as the torches. Check the number and condition of fire extinguishers, fire blankets, buckets and water jerry cans, and keep lighters and long matches under controlled supervision.
Send participants practical instructions before the procession, including where to meet, when to arrive, what to bring and how to report an emergency. Keep contact details and dietary requirements together with the registration records.

Frequently asked questions

How early should I apply for a torchlight procession permit?: Begin the permit process as soon as the date and route are reasonably clear, ideally several weeks before the procession. Allow extra time if traffic measures or a route change may be required.
How many volunteers do I need for a torchlight procession?: There is no fixed number because it depends on attendance, route length and road crossings. Assign separate people to escorts, traffic marshaling and first aid, and make sure every route section has clear coverage before registrations close.
What fire safety equipment is needed for a torchlight procession?: Prepare fire extinguishers, fire blankets, buckets and water jerry cans, alongside safe torch holders and controlled ignition supplies. Place equipment where staff can reach it quickly rather than leaving it at only the start location.
When should I send torchlight procession information to participants?: Send the route, meeting point, arrival time, safety instructions and contact details before the event, then issue any final changes as soon as they are confirmed. A final reminder shortly before the procession reduces late arrivals and confusion.

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