Torchlight procession checklist

A torchlight procession needs more than torches and a route. You must confirm permissions, inspect the route in daylight, coordinate traffic and first-aid cover, and give participants clear instructions before they arrive. This checklist puts those jobs in a workable order, from the first route proposal to safely storing unused fuel and equipment. It also helps you prepare for rain, low turnout, blocked roads and torches that fail just before the procession starts.

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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

Develop a route proposal
2 people
Inspect the route on site
2 people
Apply for a permit
Reserve starting location
Reserve final venue
Check insurance
Inform emergency services
Finalize the route
2 people
Estimate the number of participants
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send participant information
Recruit volunteers
2 people
Assign route guides
2 people
Assign traffic controllers
2 people
Assign first-aiders
Check the weather forecast
Determine an alternative program
2 people
Check torches and fuel
2 people
Collect materials
2 people
Do the shopping
2 people
Store torches safely
Prepare route signs
2 people
Lay out volunteer vests
Print participant list
Print contact list

Event

Mark off the starting area
4 people
Mark off the finish area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the registration table
2 people
Set up the distribution point
3 people
Put up route signs
3 people
Place arrows along the route
4 people
Place lighting along the route
4 people
Distribute torches
4 people
Chill drinks
2 people
Prepare hot drinks
3 people
Set out snacks
3 people
Brief volunteers
2 people
Give safety instructions
3 people
Register participants
3 people
Light torches safely
4 people
Give the signal
2 people
Guide the lead group
3 people
Escort the middle of the group
4 people
Escort the rear group
3 people
Guide Traffic Crossing
4 people
Refill drinks
2 people
Serve snacks
2 people
Extinguish and collect torches
4 people
Register arrival
2 people
See participants off
2 people
Check the route
3 people

Aftercare

Collect route signs
3 people
Remove lighting
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
4 people
Clean the grounds
3 people
Wash dishes
3 people
Inventory materials
2 people
Pack torches safely
2 people
Return materials
2 people
Process lost and found items
Send thank-you message to participants

What to bring

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

Lighting

Torchesqty 120
Spare torchesqty 20
Torch holdersqty 120
Lanternsqty 12
LED flashlightsqty 12
Batteriesqty 24
String lightsqty 4

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Bucketsqty 8
Water jerry cansqty 4
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Flashlightsqty 8

Route signage

Route signsqty 12
Directional signsqty 24
Crowd control barriersqty 12
Traffic conesqty 20
Barrier tapeqty 4
Conesqty 20
Route mapsqty 130

Furniture

Party tentsqty 2
Tablesqty 8
Chairsqty 20
High tablesqty 4
Tableclothqty 8

Equipment

Coolersqty 4
Kettlesqty 3
Thermos flasksqty 8
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone

Tableware

Reusable cupsqty 150
Mugsqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Serving jugsqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Knivesqty 6
Thermos cupsqty 12

Decorations

Welcome sign
Information boardsqty 3
Table lanternsqty 8

Cleaning

Waste binsqty 8
Litter pickersqty 4
Cleaning bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 3
Washing-up tubsqty 3

Catering

Groceries

Tips

Start with the route proposal, then inspect the full route on site before applying for a permit. Check crossings, narrow sections, lighting, uneven surfaces and where emergency services could reach the procession.
Set an attendance estimate before ordering or collecting equipment. Provide spare torches, holders, LED flashlights and batteries rather than assuming every torch will light and burn reliably.
Do not leave volunteer planning until the final week. Assign route guides, traffic controllers and first-aiders, then give each person a route map, safety vest and clear meeting time.
Keep fire equipment at both the start and final venue, not only in one central box. Fire extinguishers, fire blankets, buckets and water jerry cans should be easy to reach without moving through the crowd.
Send participant information before the event with the meeting point, start time, route, clothing advice and what to do if the weather changes. Finalize an alternative program before checking the forecast so you can communicate a decision quickly.

Frequently asked questions

How far in advance should I apply for a torchlight procession permit?: Apply as soon as the route proposal and site inspection are complete, preferably several weeks before the procession. The exact deadline depends on your authority, so confirm it before sending invitations or publishing the route.
How many volunteers do I need for a torchlight procession?: There is no safe single ratio because it depends on route length, crossings and attendance. Assign at least one named route guide to each route section, plus separate traffic controllers and first-aiders; confirm the final numbers after registrations close.
How many spare torches should I prepare?: Plan spare torches for at least 5–10% of registered participants, with a minimum of 10 spares for a small procession. Keep holders, fuel and LED flashlights available at the start so replacements do not delay the departure.
What should I do if the weather is bad on the day?: Check the forecast again 24 hours before the procession and make the go/no-go decision at a fixed time. Use your prepared alternative program if wind, heavy rain or poor visibility makes open flames unsafe, and notify participants immediately.

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