How to organise a Light Art Festival
A Light Art Festival combines public access, complex installations and evening operations, so the order of work matters. Start by securing the venue, permits and artists before you publish a programme or open registrations. Then map the route, calculate power needs and build the safety and accessibility plan around the actual artworks. In the final weeks, confirm volunteers, catering, equipment and printed materials; on installation day, test every projection, cable run and sign before visitors arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve venue
- 2
Apply for permits
- 3
Confirm artists
- 4
Create a power plan
2 people
- 5
Draw the site layout
2 people
- 6
Prepare safety plan
2 people
- 7
Send invitations
2 people
- 8
Update website
- 9
Open registrations
- 10
Book catering
- 11
Reserve technical equipment
- 12
Recruit volunteers
2 people
- 13
Inform neighbors
- 14
Check accessibility
2 people
- 15
Publish the program
- 16
Process registrations
2 people
- 17
Collect dietary requirements
- 18
Assign volunteers
2 people
- 19
Install artwork and technical equipment
2 people
- 20
Design route signs
- 21
Order wristbands and floor plans
- 22
Check the weather forecast
- 23
Check the shopping list
2 people
- 24
Purchase decorations
2 people
- 25
Collect printed materials
- 26
Test the equipment
3 people
- 27
Do the shopping
2 people
- 28
Prepare snacks
3 people
- 29
Sort materials
3 people
Event
- 30
Open venue
2 people
- 31
Receive deliveries
3 people
- 32
Cordon off the area
4 people
- 33
Set up tables and chairs
4 people
- 34
Set up info desk
2 people
- 35
Build the catering counter
3 people
- 36
Install lighting
5 people
- 37
Set up projectors and screens
3 people
- 38
Securely finish cables
3 people
- 39
Test power connections
2 people
- 40
Hang decorations
3 people
- 41
Put up route signs
2 people
- 42
Lay out the program and maps
2 people
- 43
Chill drinks
2 people
- 44
Display snacks
3 people
- 45
Brief volunteers
3 people
- 46
Carry out final technical check
3 people
- 47
Staff the info desk
2 people
- 48
Welcome visitors
3 people
- 49
Hand out maps
2 people
- 50
Support the artists
2 people
- 51
Monitor lighting installations
3 people
- 52
Staff catering desk
3 people
- 53
Serve snacks
3 people
- 54
Serve drinks
2 people
- 55
Refill drinks
2 people
- 56
Empty trash bins
2 people
- 57
Check toilets
2 people
- 58
Start light show
2 people
- 59
Assist at the photo spot
- 60
Adjust lighting
2 people
- 61
Inform last visitors
2 people
Aftercare
- 62
Turn off lighting installations
3 people
- 63
Close catering
3 people
- 64
Wash dishes
3 people
- 65
Clean up the venue
5 people
- 66
Take down tables and chairs
4 people
- 67
Dismantle lighting installations
5 people
- 68
Pack up cables and equipment
3 people
- 69
Dispose of waste separately
3 people
- 70
Clean the venue
4 people
- 71
Count materials
2 people
- 72
Return borrowed materials
2 people
- 73
Store leftover catering
2 people
- 74
Remove decorations
3 people
- 75
Remove wristbands and signs
2 people
- 76
Collect lost property
2 people
- 77
Hand over the venue
2 people
- 78
Return camera equipment
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Folding chairsqty 80
- High tablesqty 8
- Party tentsqty 4
- Beer tablesqty 6
- Stoolsqty 16
- Bar stoolsqty 8
- Information desk
- Clothes racksqty 2
Equipment
- Projectorsqty 4
- Projection screensqty 4
- Media playersqty 4
- Laptopsqty 3
- Extension cordsqty 12
- Extension cordsqty 18
- Cable traysqty 20
- Cable tiesqty 100
- Battery chargersqty 6
- Walkie-talkiesqty 8
- Power banksqty 6
Lighting
- LED spotlightsqty 16
- LED light tubesqty 10
- Work lightsqty 6
- Lanternsqty 12
- Light filtersqty 20
- Spare bulbsqty 20
Decorations
- Black drapesqty 12
- Transparent filmqty 10
- Reflective blanketsqty 12
- Colorful wrapping paperqty 20
- Buntingqty 12
- Plastic clampsqty 100
- Cable tiesqty 100
- Wayfinding signsqty 18
- Program postersqty 20
- Photo backdrop
- Directional signsqty 12
Tableware
- Reusable drinking glassesqty 150
- Coffee cupsqty 60
- Platesqty 100
- Cutlery setsqty 100
- Serving plattersqty 20
- Serving tongsqty 10
- Thermos flasksqty 6
- Coolersqty 6
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Measuring cupsqty 2
- Ice packsqty 24
- Food containersqty 20
- Aluminum foilqty 4
- Cling filmqty 4
- Serving apronsqty 8
Cleaning
- Broomqty 4
- Dustpan and brushqty 4
- Mopqty 4
- Bucketsqty 4
- Waste binsqty 8
- Hand broomsqty 4
Safety
- Crowd barriersqty 20
- Barrier tapeqty 6
- Non-slip matsqty 12
- Fire extinguishersqty 4
- Flashlightsqty 8
- First aid kitsqty 2
Catering
- Groceries
Tips
- Create the site layout before ordering equipment. Mark each artwork, visitor entrance, information desk, emergency access route and cable crossing, then use it to place projection screens, tables and route signs.
- Make the power plan installation by installation, including projectors, media players, LED lighting and work lights. Add cable trays and cable ties where visitors or staff could cross cables, and keep spare bulbs and charged power banks available.
- Treat the visitor route as a timed walk, not just a map. Test it after dark with the planned lighting, check accessibility at every transition, and place floor plans and wristbands where visitors actually enter.
- Set deadlines for information that is often late: collect dietary requirements before booking catering, confirm artist arrival times before assigning volunteers, and publish the programme only after the route and opening hours are fixed.
- Run a full technical and safety check before opening. Test every artwork, extension cord, media player, walkie-talkie and sign, and brief volunteers on lost visitors, blocked routes, weather changes and who makes shutdown decisions.
Frequently asked questions
- How far in advance should I plan a Light Art Festival?
- Start at least 6 months before opening, especially if you need permits, multiple artists or outdoor power. Aim to have the venue, permits and artist confirmations in place 12 to 16 weeks ahead.
- When should I apply for permits for a light art festival?
- Apply as soon as the venue and basic site layout are known, preferably 12 weeks before the festival. Some authorities need more time for public access, temporary structures, lighting, noise or traffic arrangements.
- How do I plan power for a light art festival?
- List the wattage and operating hours for every projector, screen, media player and light source, then group them by circuit or power point. Finish the power plan at least 4 weeks before installation so technical equipment and cable protection can be adjusted.
- When should I install the artworks and test the route?
- Install the artworks and technical equipment at least 1 to 2 days before opening. Reserve a complete evening for dark testing, accessibility checks, volunteer briefing and fixing route signs or lighting that visitors cannot see.
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