What you need for a torchlight procession

A torchlight procession needs more than one torch per participant. Buy or collect the torches, holders and lighting equipment first, then cover fire safety, first aid, route support and refreshments. Keep spare batteries, lighters and backup lights available because equipment is often misplaced or fails after dark. The list below also supports the start and finish areas, where tables, tents, power and hot drinks may be needed.

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What to bring

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

Furniture

Party tentsqty 2
Folding tablesqty 6
Chairsqty 24
Bar stoolsqty 4
Tableclothsqty 6
Clothes racksqty 2

Lighting

LED light garlandsqty 6
LED lanternsqty 12
Flashlightsqty 10
Headlampsqty 8
AA batteriesqty 24
AAA batteriesqty 24
Rechargeable work lightsqty 4

Equipment

Mobile sound system
Microphoneqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2

Sports equipment

Torchesqty 180
Torch holdersqty 180
Lightersqty 12
Long matchesqty 6

Safety

Fire extinguishersqty 4
Fire blanketsqty 4
Bucketsqty 8
Water jerry cansqty 6
First aid kitsqty 2
Safety vestsqty 20
Work glovesqty 12
Safety gogglesqty 12
Safety conesqty 20
Barrier tapeqty 6
Reflective armbandsqty 30

Route signage

Route signsqty 18
Directional signsqty 24
Wooden pegsqty 50
Cable tiesqty 100
Reflective tapeqty 4
Route mapsqty 220

Registration

Registration formsqty 220
Name stickersqty 220
Wristbandsqty 220
Pensqty 20
Clipboardsqty 8
Coin pursesqty 2

Decorations

Welcome bannersqty 2
Standing Table Signsqty 8
Lanternsqty 12
Ropeqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 120
Platesqty 180
Cutlery setsqty 180
Serving traysqty 8
Pitchersqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Serving spoonsqty 6
Thermometersqty 2

Cleaning

Waste binsqty 8
Broom and dustpanqty 4
Mopsqty 2
Cleaning bucketsqty 4
Hand soap dispensersqty 4
Towel holdersqty 4

Catering

Groceries
- Spa Blauw - 180 bottles
- Spa Rood - 60 bottles
- Cola - 24 bottles
- Cola Zero - 18 bottles
- Orange soda - 12 bottles
- Apple juice - 12 cartons
- Alcohol-free beer - 48 bottles
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Hot chocolate - 6 liters
- Whipped cream - 12 aerosol cans
- Speculaas spice - 2 jars
- Paper napkins - 500 pieces
- Mini raisin buns - 200 pieces
- Mini cheese rolls - 180 pieces
- Mini vegetable pastries - 120 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted sticks - 6 bags
- Apples - 120 pieces
- Bananas - 80 pieces
- Grapes - 8 trays
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Cocktail sauce - 2 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- 60 liter trash bags - 100 pieces
- Trash bags 120 liters - 40 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer - 6 bottles
- Liquid hand soap - 4 bottles
- Paper towels - 12 packs
- Tissues - 12 boxes
- Bandages - 4 boxes
- Sterile gauze pads - 4 packs
- Wound dressing - 4 rolls
- Bandages tape - 4 rolls
- Cold compresses - 12 pieces
- Nitrile gloves - 4 boxes
- Torch fuel - 20 liters

Tips

Plan one torch per participant, plus at least 10% extra for breakage, missing items or late registrations. Add a torch holder for each torch if participants will carry them for the full route.
Keep one fire extinguisher, fire blanket and water bucket at each point where torches are lit or gathered. Store long matches and lighters with the event team rather than leaving them on public tables.
Pack headlamps, flashlights and rechargeable work lights for marshals and first aid staff. Bring spare AA and AAA batteries, and charge power banks before the event; darkness makes a small equipment failure difficult to fix.
For the registration or refreshment point, allow one folding table per working station and use a party tent if people must wait outdoors. Bring extension cords and power strips only after checking the route and venue arrangements.
Prepare the finish area with coolers, thermos flasks and kettles if hot or cold drinks are served. Keep water jerry cans available for safety and cleanup, not just for drinking.

Frequently asked questions

How many torches do I need for a torchlight procession?: Plan for one torch per registered participant and add 10% extra. For 80 participants, that means 88 torches, plus matching holders if the design requires them.
What fire safety equipment is needed for a torchlight procession?: Have fire extinguishers, fire blankets, buckets and water jerry cans ready wherever torches are lit, stored or assembled. As a practical minimum, place one complete set at the start area and another at the finish area, then add sets for longer or divided routes.
How many spare batteries should I bring?: Bring at least two spare battery sets for every battery-powered light used by route staff. For example, if 10 flashlights use AA batteries, pack 20 spare AA batteries in addition to the batteries already fitted.
What should I bring for the start and finish areas?: Allow at least one folding table for registration or refreshments, plus a party tent if people will wait outside. Add thermos flasks or kettles, coolers, power banks and backup lighting; pack these at least one day before the procession.

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