What you need for a torchlight procession

A torchlight procession needs more than one torch per participant. You also need safe holders, lighting for the route, equipment for stewards and a clear way to control open flames. This shopping list covers the items to buy or bring, from metal fire bins and buckets to reflective vests, route signs and first aid kits. Check quantities against your registration list, route length and volunteer numbers before ordering.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Equipment

Walkie-talkiesqty 10
Megaphone
Phone chargersqty 4

Safety

Torchesqty 180
Torch holdersqty 180
Lightersqty 20
Metal fire binsqty 8
Bucketsqty 12
Fire blanketsqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Safety helmetsqty 4
Reflective vestsqty 30
Work glovesqty 20
Crowd control barriersqty 12
Traffic conesqty 24
Flashlightsqty 12

Route signage

Route signsqty 20
Directional signsqty 16
Plate standsqty 20
Conesqty 30
Cable tiesqty 200
Duct tapeqty 6
Ropeqty 4

Registration

Registration desk sign
Registration formsqty 220
Ballpoint pensqty 30
Wristbandsqty 220
Number stickersqty 220
Route mapsqty 220
Information boardsqty 6

Tableware

Reusable cupsqty 250
Mugsqty 120
Platesqty 220
Cutlery setsqty 220
Serving traysqty 8

Kitchen

Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermal glovesqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 4
Cleaning bucketsqty 4
Mopsqty 4
Hand broomsqty 4

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 4 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 8 liters
- Sugar - 3 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Spa Blue - 12 crates
- Spa Rood - 4 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 6 crates
- Lemons - 3 kilogram
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mandarins - 8 kilograms
- Mini cucumbers - 5 kilo
- Carrots - 5 kilograms
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted pretzels - 10 bags
- Rice cakes - 8 packs
- Crackers - 10 packs
- Baguettes - 20 pieces
- Mini bake-at-home rolls - 300 pieces
- Butter - 3 kilograms
- Young cheese - 4 kilograms
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chocolate spread - 2 jars
- Chicken breast slices - 2 kilograms
- Cucumber - 4 kilograms
- Tomatoes - 4 kilogram
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Vegetarian soup snacks - 250 pieces
- Vegetable soup - 20 liters
- Tomato soup - 20 liters
- Vegetarian soup - 10 liters
- Croutons - 5 packs
- Cookies - 12 packs
- Muesli bars - 250 pieces
- Vegan bars - 50 pieces
- Gluten-free crackers - 6 packs
- Napkins - 1000 pieces
- Stirrers - 500 pieces
- Teaspoons - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 150 pieces
- Compostable bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfecting wipes - 8 packs
- Hand soap - 8 bottles
- Hand sanitizer - 10 bottles
- Toilet freshener - 6 spray cans

Tips

Buy torches and holders for every registered participant, then add a small spare supply for late arrivals, damaged torches and replacements. Do not leave holders until the last week: the correct size must keep the flame stable while people walk.
Prepare one fire-safety point at the start and finish, with metal fire bins, buckets, fire blankets and fire extinguishers. Keep lighters with the organisers rather than handing them out to participants, and bring enough to light the full group quickly.
Give each traffic steward a reflective vest and, where they work near vehicles or poor visibility, a flashlight and safety helmet. Provide walkie-talkies for key points such as the start, finish, aid station and route crossings.
Use route signs, directional signs, cones and cable ties to mark every turn before participants arrive. Pack extra cable ties and signs; missing a single turn marker can send part of the procession off the agreed route.
Bring battery lanterns, LED light strings and spare batteries for registration, aid stations and the finish area. Add a megaphone, phone chargers and first aid kits so instructions and assistance do not depend on one person’s phone battery.

Frequently asked questions

How many torches do I need for a torchlight procession?: Plan for one torch and one holder per registered participant, plus around 5–10% extra for breakage, late registrations and replacements. Confirm the final quantity after registration closes, ideally at least 7 days before the procession.
What fire safety equipment is needed for a torchlight procession?: Have metal fire bins, buckets, fire blankets and fire extinguishers at the start and finish, with additional coverage at any planned aid station. Check the equipment and place it before participants arrive, not during the procession.
How many reflective vests and walkie-talkies should I buy?: Provide one reflective vest for every traffic steward, route marshal and key organiser. A practical minimum is one walkie-talkie for the start, finish, first aid point and each staffed crossing, with a charged spare available.
When should I buy route signs and safety supplies?: Order torches, holders and specialist safety equipment at least 2–3 weeks ahead, especially if the participant number is still changing. Buy disposable fixings and check batteries during the final week, then pack everything by route section.

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