What to Buy for a Torchlight Procession

A torchlight procession needs more than torches. You will also need holders, lighting for the registration and finish areas, route signs, communication equipment and fire-safety supplies. This shopping list helps you prepare for a moving group in low light, where missing batteries, unclear directions or too few volunteers’ supplies cause delays. Check your final participant count before shopping, then separate items for the start, route and finish so they can be collected quickly on the day.

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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 30
Beer tablesqty 4
Tableclothsqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
AA batteriesqty 24
Flashlightsqty 8
Headlampsqty 6
Rechargeable walkie-talkiesqty 8
Battery chargersqty 4

Equipment

Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 3
Torchesqty 150
Torch holdersqty 150
Lightersqty 12
Long matchesqty 4
Metal fire bucketsqty 8
Water jerry cansqty 6
Fire extinguishersqty 4
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 20
First aid kitsqty 2
Megaphone
Handheld microphone

Decorations

Route signsqty 16
Directional signsqty 12
Welcome sign
Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 6
Ropeqty 100
Cable tiesqty 100

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 8
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Can openersqty 2

Catering

Route mapsqty 180
Wristbandsqty 180
Participant formsqty 200
Pen setsqty 4
Table number cardsqty 8
Groceries
- Coffee - 4 packs
- Tea - 200 bags
- Cocoa powder - 2 packs
- Sugar - 3 packs
- Milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Chocolate milk - 12 liters
- Apple juice - 12 liters
- Orange juice - 12 liters
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Sparkling water - 6 bottles
- Paper napkins - 500 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Popcorn - 6 bags
- Peanuts - 4 bags
- Raisins - 3 bags
- Apples - 12 kilograms
- Bananas - 8 kilograms
- Grapes - 6 kilograms
- Mandarins - 6 kilograms
- Cookies - 12 packs
- Spiced cookies - 8 packs
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Mini raisin buns - 120 pieces
- Mini rolls - 120 pieces
- Mild cheese - 3 kilograms
- Hummus - 2 kilograms
- Cucumber - 10 pieces
- Cherry tomatoes - 4 kilograms
- Butter - 1 kilogram
- Jam - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Lemons - 2 kilograms
- Cinnamon - 2 jars
- Cloves - 2 bags
- Ice cubes - 20 kilograms
- Stirrers - 300 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Trash bags - 100 pieces
- Cleaning wipes - 4 packs
- All-purpose cleaner - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Paper towels - 8 packs
- Bandages - 4 boxes
- Disposable nitrile gloves - 4 boxes
- Aluminum rescue blankets - 6 pieces
- Heating blankets - 20 pieces
- Rain ponchos - 30 pieces

Cleaning

Waste binsqty 8
Trash grabbersqty 4
Work glovesqty 12
Broom setsqty 3
Litter pickersqty 4

Tips

Plan at least one torch and one torch holder per participant, plus a small spare supply for damaged or missing items. Keep lighters and long matches with the event team rather than handing them out with the torches.
Bring backup lighting for every key point: registration, route crossings and the finish area. Pack spare AA batteries, flashlights and headlamps before the procession starts, not after the first torch fails.
Prepare route signs and directional signs in advance and take cable ties and rope for fastening them. Put the signs out before participants arrive, especially where the route turns or splits.
Use rechargeable walkie-talkies for the lead, tail and traffic marshals, and charge them fully the day before. Pack battery chargers so the radios can be topped up if the procession runs longer than planned.
Keep metal fire buckets, water and a clear fire-safety point at the start and finish. Store spare torches, matches and other flammable materials away from heaters, extension cords and crowded tables.

Frequently asked questions

How many torches do I need for a torchlight procession?: Plan one torch per participant and add around 10% spare torches for breakages, late registrations or replacements. For 100 participants, prepare about 110 torches and the same number of holders.
How many spare batteries should I buy?: Buy at least one spare set of AA batteries for every battery-powered light you use, then add another 10% if the route lasts more than one hour. Test all lights 24 hours before the procession.
What safety equipment is needed for a torchlight procession?: Have metal fire buckets, lighters or long matches for the organisers, flashlights, headlamps and charged walkie-talkies. Keep the fire buckets and emergency lighting at the start and finish, and check them no later than the day before.
When should I buy supplies for a torchlight procession?: Buy non-perishable equipment at least one week ahead and collect rented torches and holders 1–2 days before the event. Do the final shopping after updating participant numbers, ideally 24–48 hours before the procession.

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