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What you need for a torchlight procession

A torchlight procession needs more than one torch per participant. Plan lighting for the route, spare equipment for failures, and clearly marked safety points before people arrive. You will also need visible route signs, communication equipment, first-aid supplies and barriers where the group crosses roads. Use this list alongside your route plan, volunteer briefing and weather check so missing items are found before the procession starts.

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What to bring

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

Furniture

  • Party tentsqty 2
  • Folding tablesqty 8
  • Folding chairsqty 12
  • Tableclothsqty 8
  • Waste binsqty 6

Lighting

  • Torchesqty 150
  • Spare torchesqty 20
  • LED string lightsqty 6
  • LED lanternsqty 12
  • Flashlightsqty 10
  • Headlampsqty 8

Safety

  • Fire blanketsqty 4
  • Fire extinguishersqty 4
  • First aid kitsqty 2
  • Safety vestsqty 16
  • Crowd control barriersqty 12
  • Traffic conesqty 20
  • Barrier tapeqty 6
  • Reflective route arrowsqty 30
  • Emergency blanketsqty 10

Communication

  • Walkie-talkiesqty 10
  • Power banksqty 6
  • Megaphonesqty 2
  • Route mapsqty 150
  • Participant numbersqty 150
  • Wristbandsqty 150

Decorations

  • Start arch
  • Information boardsqty 6
  • Directional signsqty 30

Equipment

  • Sound system
  • Microphoneqty 2
  • Extension cordsqty 6
  • Power stripsqty 4

Tableware

  • Reusable cupsqty 200
  • Coffee cupsqty 100
  • Platesqty 150
  • Cutlery setsqty 150

Kitchen

  • Kettlesqty 3
  • Thermos flasksqty 6
  • Coolersqty 6
  • Serving jugsqty 4
  • Cutting boardsqty 3
  • Knivesqty 6
  • Serving spoonsqty 8
  • Lidded containersqty 12

Cleaning

  • Bucketsqty 4
  • Broom setsqty 4
  • Mopsqty 4
  • Hand soap dispensersqty 4
  • Towel dispensersqty 4

Catering

  • Groceries
    • Spa Blauw - 12 bottles
    • Spa Rood - 6 bottles
    • Apple juice - 8 cartons
    • Orange juice - 8 packs
    • Cola - 6 bottles
    • Cola Zero - 6 bottles
    • Sinas - 4 bottles
    • Tonic - 3 bottles
    • Coffee - 4 packs
    • Decaf coffee - 1 pack
    • Tea bags - 2 boxes
    • Hot chocolate - 3 packs
    • Milk - 8 liters
    • Oat milk - 4 liters
    • Sugar - 2 packs
    • Mints - 1 box
    • Stir sticks - 250 pieces
    • Paper napkins - 300 pieces
    • Currant buns - 150 pieces
    • Mini cheese rolls - 150 pieces
    • Vegetarian mini spring rolls - 100 pieces
    • Gluten-free crackers - 4 packs
    • Hummus - 6 tubs
    • Mild cheese - 3 kilograms
    • Halal chicken breast - 2 kilogram
    • Butter - 4 packs
    • Apples - 150 pieces
    • Bananas - 100 pieces
    • Grapes - 8 kilograms
    • Paprika chips - 10 bags
    • Plain chips - 10 bags
    • Snacks - 8 bags
    • Mayonnaise - 2 bottles
    • Ketchup - 2 bottles
    • Ice cubes - 20 kilograms
    • Trash bags - 3 rolls
    • Paper towels - 8 rolls
    • Toilet paper - 24 rolls
    • Dish soap - 2 bottles
    • Sponges - 12 pieces
    • Disinfectant wipes - 4 packs
    • Paper towels - 8 packs

Tips

  • Order enough torches for every registered participant, then add spare torches for breakages, lost items and late arrivals. Check the torches and fuel before the event rather than discovering faults at the start.
  • Provide route lighting in addition to handheld torches. LED string lights, lanterns, flashlights and headlamps help at the start, finish, crossings and any darker sections.
  • Mark crossings and route changes with reflective arrows, directional signs, cones, barrier tape and crowd control barriers. Put signs up early enough for volunteers and traffic controllers to check the full route in daylight.
  • Keep fire blankets, fire extinguishers and first aid kits at the start and finish, with safety vests for staff who need to be visible. Emergency blankets are useful if anyone is cold or delayed after the walk.
  • Prepare communication equipment for the whole route: walkie-talkies for key volunteers, a megaphone for instructions, power banks for phones and printed route maps, participant numbers and wristbands at registration.

Frequently asked questions

How many torches do I need for a torchlight procession?
Provide one torch for each registered participant, plus a spare allowance of about 10% for failures, losses and late registrations. Check every torch and its fuel before participants arrive.
What safety equipment is needed for a torchlight procession?
Plan fire blankets, fire extinguishers, first aid kits, safety vests, emergency blankets, cones, barrier tape and crowd control barriers. Place the equipment at the start, finish and staffed crossings before the procession begins.
How should I light a torchlight procession route?
Use handheld torches for participants and add LED string lights, LED lanterns, flashlights or headlamps at dark turns, crossings, registration and the finish. Walk the route again after setup and check it at least once in daylight.
What should I prepare for registration at a torchlight procession?
Have participant numbers, wristbands, route maps and information boards ready at least 1 hour before the advertised start. Keep spare torches and a clear signposted collection point beside the registration tables.

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