What you need for a torchlight procession

A torchlight procession needs more than torches. You will also need safe holders, spare lighting, reflective route markers, registration supplies and equipment for managing the group in the dark. Plan supplies for the largest expected turnout, then add a small buffer for lost items and late registrations. Drinks, seating and a covered rest area are easy to overlook, especially when the route includes a planned stop.

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What to bring

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

Furniture

Party tentsqty 2
Registration tablesqty 2
Distribution tablesqty 3
Folding chairsqty 12
Tableclothsqty 5

Lighting

LED light stringsqty 6
Battery lanternsqty 10
Spare batteriesqty 20
Headlampsqty 12
Reflective route arrowsqty 30

Equipment

Walkie-talkiesqty 8
Megaphone
Power banksqty 4

Safety

Torchesqty 100
Torch holdersqty 100
Fire extinguishersqty 4
Fire blanketsqty 4
Buckets of waterqty 8
Reflective vestsqty 20
First aid kitsqty 2
Crowd control barriersqty 8
Traffic conesqty 16
Flashlightsqty 10

Registration

Registration foldersqty 3
Clipboardsqty 6
Ballpoint pensqty 20
Wristbandsqty 100
Route mapsqty 100
Instruction signsqty 6
Name stickersqty 120

Catering

Thermos flasksqty 6
Coolersqty 6
Reusable cupsqty 150
Reusable soup bowlsqty 100
Reusable spoonsqty 100
Serving plattersqty 10
Serving spoonsqty 6
Water jugsqty 8
Food warmersqty 4
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea assortment - 2 boxes
- Hot chocolate - 6 liters
- Sugar - 1 kilo
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Apple juice - 6 liters
- Spa Blauw - 36 liters
- Sparkling water - 12 liter
- Lemons - 10 pieces
- Pumpkin soup - 12 liters
- Vegetable stock - 4 liters
- Baguettes - 12 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 1.5 kilos
- Herb butter - 1 kilo
- Mini sausage rolls - 120 pieces
- Vegetarian mini snacks - 80 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snacks - 3 bags
- Popcorn - 2 kilo
- Cookies - 5 packs
- Speculaas - 3 packs
- Apples - 6 kilos
- Bananas - 4 kilos
- Grapes - 3 kilos
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Napkins - 300 pieces
- Wooden stirrers - 200 pieces
- Paper straws - 150 pieces
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Sponges - 12 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Kitchen

Kettlesqty 3
Cutting boardsqty 4
Knivesqty 6
Paper towel holdersqty 3

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 12
Washing-up basinsqty 6
Hand soap dispensersqty 4

Tools

Hammerqty 2
Pioneer shovelsqty 2
Cable tiesqty 100
Duct tapeqty 4
Ropeqty 2

Tips

Buy at least one torch for every registered participant, plus 5–10% extra for replacements. Order compatible torch holders at the same time rather than assuming each torch can be carried safely by hand.
Provide one reflective vest for every supervisor or station lead, and keep flashlights, headlamps and spare batteries at the start, finish and rest area. Batteries are often forgotten until setup begins.
Prepare route arrows, cones and instruction signs before the event day. Use enough markers for every turn and crossing point, with extra signs available in case the route changes after the advance check.
Set aside registration folders, clipboards, pens, wristbands, maps and name stickers for the registration table. Bring at least 10% more wristbands and printed maps than the number of confirmed participants.
Equip the rest stop with cups, chilled drinks, tables and folding chairs, and provide a party tent if weather is uncertain. Keep fire extinguishers, fire blankets and buckets of water accessible wherever torches are distributed or used.

Frequently asked questions

How many torches do I need for a torchlight procession?: Plan one torch per participant and order 5–10% extra. For 100 participants, that means 105 to 110 torches, plus enough holders for every torch.
What safety equipment is needed for a torchlight procession?: Have torch holders, fire extinguishers, fire blankets and buckets of water available, along with reflective vests, flashlights and first aid kits. Put the fire equipment at the start, finish and any location where torches are handed out.
How many route maps and wristbands should I print?: Prepare one map and wristband per registered participant, then add at least 10% extra. For 80 registrations, print or pack about 88 of each to cover replacements and late arrivals.
When should I buy supplies for a torchlight procession?: Order torches, safety equipment and printed route materials at least 2–3 weeks before the procession. Buy chilled drinks and other perishable catering items within 1–2 days of the event.

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