Bat Night Checklist: What to Arrange and When

A bat night needs more than a guide and a few detectors. You need a confirmed route, permission for the venue or park, safe lighting, charged equipment and a plan for poor weather. This checklist takes you from the first venue check through registrations, catering and setup on the day. It also covers details that are easy to leave until the last hour, such as route signs, participant lists, spare batteries and testing the presentation.

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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

Check the venue and route
2 people
Reserve venue
Inform the park manager
Record the program and route
2 people
Confirm the bat guide
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
Prepare safety instructions
2 people
Set the bad weather plan
2 people
Make route map
Print participant list
Print information leaflets
Prepare route signs
Test bat detectors
2 people
Test presentation
2 people
Charge batteries and battery packs
Do the shopping
2 people
Prepare catering
2 people
Bring materials to the venue
3 people
Set up tables and chairs
3 people
Set up party tents
4 people
Connect lighting
2 people
Set up the reception table
2 people
Place route arrows
2 people

Event

Hand out detectors
2 people
Register visitors
3 people
Serve welcome drinks
2 people
Give introduction
2 people
Giving a bat presentation
2 people
Lead the evening walk
4 people
Demonstrate detectors
2 people
Refill drinks
2 people
Serve snacks
2 people
Escort visitors back safely
3 people
Answer final questions
2 people

Aftercare

Collect materials
3 people
Sort waste
2 people
Take down tents and furniture
4 people
Wash dishes
2 people
Clean the venue
3 people
Check and store equipment
2 people
Return materials
2 people
Return borrowed items
Handle lost and found

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 6
Folding chairsqty 50
Tableclothsqty 6
Blanketsqty 4

Equipment

Bat detectorsqty 6
Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 3
Power stripsqty 3
Binocularsqty 6
Power banksqty 6

Lighting

Red flashlightsqty 15
Headlampsqty 6
LED lampsqty 6
Lanternsqty 4

Kitchen

Coolersqty 3
Thermos flasksqty 4
Serving traysqty 6
Pliersqty 4

Tableware

Reusable cupsqty 60
Coffee cupsqty 40
Platesqty 60
Cutlery setsqty 60
Water jugsqty 6

Decorations

Information boardsqty 6
Route arrowsqty 12
Name stickersqty 60
Table numbersqty 6

Cleaning

Waste binsqty 4
Dishpanqty 2
Broomqty 2
Dustpan and brushqty 2
Bucketsqty 2

Safety

First aid kit
Reflective vestsqty 6
Barrier tape

Catering

Groceries

Tips

Confirm the venue, route and park arrangements before sending invitations. Keep the route map and bad-weather plan ready before registrations open, so participants receive accurate information.
Set a registration deadline and print the final participant list shortly afterward. Collect dietary requirements at the same time, then assign volunteers to reception, route support and equipment rather than improvising on the evening.
Test every bat detector, the laptop, projector, screen and portable speaker at least one day before the event. Charge batteries and power banks after testing, and pack extension cords and power strips with the equipment.
Prepare the dark-route setup separately from the daytime reception. Check red flashlights, headlamps, LED lamps and lanterns, and place route arrows and information boards where participants can actually see them without disturbing the observation area.
Allow a dedicated setup period before guests arrive for tables, chairs, tents, lighting and the reception table. Put blankets, drinks and catering where they can be reached quickly, especially if the group will wait outside before or after the walk.

Frequently asked questions

How far in advance should I organise a bat night?: Start checking the venue, route and park requirements at least 4 to 6 weeks ahead. Confirm the bat guide and weather plan before invitations go out, then close registrations early enough to print the participant list.
What equipment do I need for a bat night?: Plan one tested bat detector for each observation group, plus lighting, spare power banks or batteries and any presentation equipment. Test the laptop, projector, screen and speaker at least 24 hours before the event.
How should I prepare for bad weather at a bat night?: Decide on the wet-weather format at least 1 week before the event and include it in participant information. Keep party tents, blankets and indoor presentation materials ready so the programme can continue if the route becomes unsafe.
When should I set up the bat night venue?: Bring materials to the venue and start setup at least 2 hours before participants arrive. This gives you time to place tables and chairs, connect lighting, set up reception, post route signs and fix last-minute equipment problems.

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.