Torchlight procession checklist

A torchlight procession needs more planning than a route and a box of torches. You need permission, a safe and clearly marked route, marshals, working lights and a reliable way to manage arrivals and departures. This checklist puts the work in a practical order, from recording the date and route to checking every torch and cleaning the start area. It also covers details people often leave until the last day, such as printed maps, dietary requirements and spare lighting.

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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
Arrange permits and notifications
2 people
Check the route for safety
3 people
Confirm start and finish locations
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Assign traffic marshals
2 people
Make route map
Have the route maps printed
Reserve torches and holders
2 people
Test lighting and extension cords
2 people
Prepare safety instructions
2 people
Check the weather forecast
Update participant numbers
Check the shopping list
2 people
Do the shopping
3 people
Pick Up Torches
2 people
Sort materials
3 people
Check torches for safety
3 people
Lay out wristbands and numbers
2 people
Prepare route signs
2 people
Clean the starting location
3 people
Clean the final venue
3 people
Prepare coffee and tea
2 people
Set up tables
4 people
Set up party tents
6 people
Hang lighting
3 people
Connect power supply
2 people
Set up the information desk
2 people
Set up the torch distribution point
3 people
Chill drinks
2 people
Set out snacks
3 people
Put up route signs
4 people
Put up barriers
4 people
Set out safety equipment
2 people
Brief volunteers
3 people

Event

Register participants
4 people
Hand out route maps
2 people
Distribute torches
4 people
Give safety instructions
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Gather the starting group
3 people
Start the torchlight procession
3 people
Guide the lead group
2 people
Escort the rear group
2 people
Secure intersections
6 people
Inform participants along the way
2 people
Extinguish torches safely
4 people
Collect torches
4 people
Serve hot drinks
3 people
Serve snacks at the finish
3 people
Collect lost property

Aftercare

Remove route signs
4 people
Remove the barriers
4 people
Collect waste
5 people
Clear tables and chairs
5 people
Take down party tents
6 people
Dismantle lighting
3 people
Wash dishes
3 people
Clean the venue
4 people
Store materials dry and safely
3 people
Count and sort torches
2 people
Return rental items
2 people
Distribute leftover food
2 people
Return lost property
Check the route for any litter left behind
3 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
AA batteriesqty 24
Flashlightsqty 8
Headlampsqty 6
Rechargeable walkie-talkiesqty 8
Battery chargersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Torchesqty 150
Torch holdersqty 150
Lightersqty 12
Long matchesqty 4
Metal fire bucketsqty 8
Water jerry cansqty 6
Fire extinguishersqty 4
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 20
First aid kitsqty 2
Megaphone
Handheld microphone

Decorations

Route signsqty 16
Directional signsqty 12
Welcome sign
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Ropeqty 100
Cable tiesqty 100

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Can openersqty 2

Catering

Route mapsqty 180
Wristbandsqty 180
Participant formsqty 200
Pen setsqty 4
Table number cardsqty 8
Groceries

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Work glovesqty 12
Broom setsqty 3
Litter pickersqty 4

Tips

Set the route and date before inviting people. Confirm both the start and finish locations, then allow enough time for route checks, permits, printed maps and volunteer assignments.
Treat traffic control as a separate job. Assign traffic marshals before the event and give them the route map, communication equipment and clear instructions for where they must stand.
Test all lighting before event day, including LED lamps, extension cords, power strips, flashlights and headlamps. Charge rechargeable walkie-talkies and check that spare batteries are available.
Inspect torches before handing them out, not while participants are waiting. Put torch holders, lighters or long matches and metal fire buckets at the appropriate points, and prepare the safety instructions in advance.
Update participant numbers close to the procession and use them to check supplies, wristbands, numbers, seating and refreshments. Check the forecast again shortly before the event so tents, warm drinks and route staffing can be adjusted in time.

Frequently asked questions

How early should I plan a torchlight procession?: Start recording the route and date at least 8 to 12 weeks ahead. Use that time to arrange permits and notifications, check the route, confirm locations and recruit volunteers before invitations are sent.
How many volunteers do I need for a torchlight procession?: Plan at least one named volunteer for registration and one for each key task, with traffic marshals positioned along the route. Final numbers depend on route length and attendance, so update the allocation after registrations close, ideally 7 days before the event.
When should I check the torches and lighting?: Test lighting, extension cords and power strips at least 7 days before the procession. Inspect every torch again on the day, charge communication equipment and lay out holders, wristbands and numbers before participants arrive.
How close to the event should I check the weather forecast?: Check the forecast once during the final week and again 24 hours before the procession. That gives you time to review the route, prepare tents and warm drinks, and update volunteers if conditions affect safety.

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