Anniversary light show checklist

An anniversary light show needs more than lighting equipment and a music playlist. You need to coordinate the room, guest registrations, dietary requirements, permits, catering, power and a reliable show program. Start with the venue and technical plan, then confirm guests and supplies before testing every file and connection. This checklist puts the work in a useful order, including the details that are often left until the last day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Send invitations
2 people
Process registrations
Collect dietary requirements
Check permit requirements
Check power outlets
2 people
Reserve lighting equipment
Book catering
Create the light show program
2 people
Select music for the show
2 people
Update guest list
Perform technical lighting test
3 people
Check emergency exits
2 people
Confirm catering quantities
Do the shopping
2 people
Test light show files
2 people
Prepare name badges
2 people
Check tableware and materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Charge equipment
2 people
Label the materials
2 people
Hang lighting plan
Set up tables and chairs
4 people
Assemble lighting stands
3 people
Install light fixtures
3 people
Connect cables
3 people
Tape down cables securely
2 people
Fully test light show
3 people
Set up buffet and bar
4 people
Hang up decorations
3 people
Set up the reception table
2 people
Briefing for reception team
3 people

Event

Welcome guests
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Announce the light show
Operate the light show
2 people
Guide guests safely
2 people
Assist with farewell and cloakroom
2 people

Aftercare

Switch off lighting equipment
2 people
Clean up catering
3 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the room
3 people
Dismantle lighting equipment
3 people
Check cables and equipment
2 people
Return equipment
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 110
Beer tablesqty 10
High tablesqty 8
Coat racksqty 2

Tableware

Glassesqty 140
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 120
Serving plattersqty 18
Coffee potsqty 4

Equipment

Light controller
DMX splitterqty 2
Laptop
Bluetooth speakerqty 2
Microphone

Lighting

LED light fixturesqty 12
LED barsqty 8
Light standsqty 6
DMX cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 10
Cable reelsqty 4
Gaffer tapeqty 8

Decorations

LED string lightsqty 12
Anniversary bannerqty 2
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 18
Name badgesqty 120

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning bucketqty 2

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 18

Safety

First aid kit
Non-slip matsqty 8

Catering

Groceries

Tips

Check power and cable routes before booking the lighting setup. Count available outlets, keep emergency exits clear, and plan cable trays, extension cords and cable reels so guests do not cross loose cables.
Finish the light show program and music selection at least 7 days before the event. Test the actual files on the event laptop and controller, rather than assuming they will work on the day.
Confirm registrations, dietary requirements and catering quantities 3 to 5 days before the anniversary. This gives you time to adjust food, drinks, plates, glasses and serving materials.
Charge the controller, laptop, speaker, microphone and other powered equipment the day before. Pack spare cables, power strips, gaffer tape and adapters with the lighting equipment instead of searching for them during setup.
Allow at least 2 hours for room setup and technical testing. Assemble the light stands, hang the lighting plan, arrange tables and chairs, check emergency exits, then run the full show once before guests arrive.

Frequently asked questions

How far in advance should I plan an anniversary light show?: Start 6 to 8 weeks ahead if you need to reserve a room, arrange lighting equipment and send invitations. Lock the show program, music and main technical plan at least 1 week before the event.
When should I test the anniversary light show?: Test the light show files and equipment at least 3 days before the event, then run a complete technical test in the room on the day. Keep a minimum of 2 hours between setup and guest arrival.
How much food and drink should I order for an anniversary light show?: Use the final guest count and dietary requirements to confirm catering 3 to 5 days beforehand. For the first hour, plan on 2 to 3 drinks per guest, then adjust the remaining drinks and snacks to the event length.
What should I check before guests arrive at a light show?: Check the lighting connections, power outlets, show files, music, microphone, speaker, catering, name badges and chilled drinks. Also inspect cable routes and emergency exits during the final 30-minute walkthrough.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.