What to buy for a torchlight procession

A torchlight procession needs more than torches and fuel. You also need safe lighting for people who are not carrying a torch, equipment to control crossings and route changes, and supplies for volunteers and first-aid teams. Buy or collect the safety equipment before the route walk-through, then check every torch at least one day before the procession. Quantities depend on attendance, but plan for spare lighting, clearly visible signs and enough hot-drink equipment for the final venue.

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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
- Coffee - 2 packs
- Tea - 4 boxes
- Cocoa powder - 2 packs
- Sugar - 2 kilograms
- Milk - 12 liters
- Oat milk - 4 liters
- Chocolate milk - 12 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Cola - 12 liters
- Coca-Cola Zero - 8 liters
- Lemonade - 10 liters
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Paper napkins - 6 packs
- Currant buns - 120 pieces
- Mini rolls - 120 pieces
- Mild cheese - 3 kilograms
- Ham - 2 kilograms
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cookies - 8 packs
- Muesli bars - 120 pieces
- Mandarins - 6 kilograms
- Bananas - 5 kilograms
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Cinnamon - 1 jar
- Herbal tea - 2 boxes
- Cocoa milk powder - 1 pack
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 6 rolls
- Trash bags - 60 pieces
- Dish soap - 2 bottles
- Hand soap - 3 bottles
- Disinfectant wipes - 4 packs
- Paper towels - 4 packs
- Freezer packs - 20 pieces

Tips

Plan at least one torch or lantern per participant, plus 10–15% spare torches for breakages, lost fuel or late arrivals. Keep spare batteries and LED flashlights available for volunteers and children who should not carry a flame.
Prepare fire extinguishers, fire blankets, buckets and water jerry cans before participants arrive. Put them at the start, finish and any refreshment point, rather than leaving all fire equipment in one location.
Use a route sign or directional sign at every turn, crossing and decision point. Add extra signs where the route is hard to see in the dark, and keep barrier tape, cones or barriers ready for temporary changes.
Give each route guide, traffic controller and other outdoor volunteer a safety vest and flashlight. Work gloves are useful when setting out barriers, signs and torches, especially in wet or cold weather.
For a finish with hot drinks, provide kettles, thermos flasks, coolers and tables before the procession leaves. Allow enough seating and table space for the expected group, and keep drinks separate from fuel and other fire supplies.

Frequently asked questions

How many torches do I need for a torchlight procession?: Plan one torch or lantern for each participant and buy 10–15% extra. For 100 participants, that means 110–115 torches, plus spare batteries or fuel where applicable.
What fire safety equipment is needed for a torchlight procession?: Have fire extinguishers, fire blankets, buckets and water jerry cans ready before setup starts. Place fire equipment at the start, finish and any point where torches are refilled or stored.
How many route signs are needed for a torchlight procession?: Use at least one visible sign for every turn, crossing and route decision point, then add signs at dark or confusing stretches. Walk the route after sunset and mark any location that needs an extra sign.
When should I check the torches and buy the supplies?: Buy or collect the main supplies at least 3–7 days before the procession. Test every torch and check batteries, fuel, signs and safety equipment no later than the day before the event.

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