How to organise a light festival
A light festival needs more than attractive installations: you are coordinating electricity, visitor movement, permissions and evening operations at the same time. Start with the date, venue and programme, then build the route and lighting zones before booking technical support. Power planning and safety checks should be finished before promotion begins. This approach also gives you time to recruit volunteers, process registrations and confirm every delivery before the first lights are switched on.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Reserve venue
- 3
Check permits
- 4
Check insurance
- 5
Reserve electrical facilities
- 6
Contact light artists
2 people
- 7
Select lighting installations
2 people
- 8
Create a map for lighting zones
2 people
- 9
Set the route for visitors
2 people
- 10
Prepare safety plan
2 people
- 11
Draw up the power plan
2 people
- 12
Book catering
- 13
Reserve toilets
- 14
Arrange waste collection
- 15
Reserve photographer
- 16
Recruit volunteers
2 people
- 17
Send invitations
2 people
- 18
Open online registrations
- 19
Post promotion on social media
- 20
Hang posters
2 people
- 21
Process registrations
- 22
Collect dietary requirements
- 23
Assign volunteers
2 people
- 24
Confirm deliveries
- 25
Check the weather forecast
- 26
Check the shopping list
2 people
- 27
Do the shopping
3 people
- 28
Check lighting equipment
2 people
- 29
Test cables and plugs
2 people
- 30
Print signs and route maps
Event
- 31
Welcome the light artists
2 people
- 32
Receive deliveries
2 people
- 33
Inspect the site
2 people
- 34
Build party tents
4 people
- 35
Set up tables and chairs
4 people
- 36
Build lighting installations
6 people
- 37
Aim light projectors
3 people
- 38
Hang string lights
4 people
- 39
Secure power cables safely
3 people
- 40
Test power groups
2 people
- 41
Set up decorations
3 people
- 42
Put up route signs
2 people
- 43
Set up information table
2 people
- 44
Test the cash register and card reader
2 people
- 45
Set up the catering buffet
3 people
- 46
Chill drinks
2 people
- 47
Set out coffee and tea
2 people
- 48
Set out tableware and cutlery
2 people
- 49
Brief volunteers
2 people
- 50
Welcome visitors
4 people
- 51
Check off registrations
2 people
- 52
Provide route information
2 people
- 53
Operate lighting installations
3 people
- 54
Hand out children's lanterns
2 people
- 55
Serve snacks
3 people
- 56
Serve drinks
3 people
- 57
Refill drinks
2 people
- 58
Restock buffet supplies
2 people
- 59
Empty trash bins
2 people
- 60
Check toilets
2 people
- 61
Check the lighting installations again
2 people
- 62
Announce evening program
- 63
Take photos of the festival
- 64
Guide visitors to the exit
3 people
- 65
Turn off lighting installations
3 people
- 66
Close the register
2 people
Aftercare
- 67
Dismantle lighting equipment
6 people
- 68
Roll up cables
3 people
- 69
Take down tents
4 people
- 70
Collect furniture
4 people
- 71
Remove decorations
3 people
- 72
Sort waste
3 people
- 73
Wash dishes
3 people
- 74
Empty and clean coolers
2 people
- 75
Clean the grounds
4 people
- 76
Have toilets collected
- 77
Inventory materials
2 people
- 78
Return borrowed materials
2 people
- 79
Archive photos
- 80
Send visitor thank-you gifts
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- High tablesqty 8
- Beer tablesqty 10
- Benchesqty 12
- Chairsqty 40
- Tableclothsqty 18
Lighting
- String lightsqty 20
- LED spotlightsqty 12
- LED projectorsqty 8
- Battery lanternsqty 24
- LED lanternsqty 40
- Spare batteriesqty 60
Equipment
- Extension cordsqty 20
- Power stripsqty 12
- Cable reelsqty 6
- Cable matsqty 20
- Residual current devicesqty 6
- Walkie-talkiesqty 8
- Power banksqty 6
- Charging stationsqty 2
Decorations
- Decorative clothsqty 12
- Mirror Filmqty 10
- Glow sticksqty 20
- Balloonsqty 100
- Directional signsqty 12
- Information boardsqty 6
- Program postersqty 20
Catering
- Thermos flasksqty 6
- Coffee machinesqty 2
- Kettlesqty 2
- Coolersqty 6
- Drink dispensersqty 4
- Food warmersqty 4
- Groceries
Tableware
- Reusable cupsqty 250
- Platesqty 180
- Bowlsqty 80
- Cutlery setsqty 200
- Serving spoonsqty 12
- Serving jugsqty 6
Kitchen
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Serving plattersqty 20
- Kitchen tongsqty 8
- Aluminum foilqty 4
- Cling filmqty 4
- Ice packsqty 30
Cleaning
- Waste binsqty 12
- Trash bag holdersqty 12
- Cleaning bucketsqty 4
- Mopsqty 4
- Broomsqty 4
- Dustpan and brushqty 4
- Hand soap dispensersqty 6
- Hand sanitizer pumpsqty 6
Safety
- First aid kitsqty 2
- Fire extinguishersqty 4
- Crowd control barriersqty 20
- Reflective vestsqty 12
- Work glovesqty 12
- Flashlightsqty 8
- Non-slip matsqty 10
Office
- Registration formsqty 250
- Ballpoint pensqty 20
- Clipboardsqty 8
- Name stickersqty 150
- Cash box
- Paper tapeqty 8
- Waterproof markersqty 12
Tools
- Cable tiesqty 200
- Duct tapeqty 8
- Hammersqty 4
- Screwdriversqty 4
- Laddersqty 3
Tips
- Set the route and lighting zones before finalising the programme. Mark entrances, exits, dark transitions and busy viewing points on one map, then use directional signs and information boards to guide visitors.
- Treat the power plan as a separate project. List the load for each installation, reserve electrical facilities early, and keep extension cords, cable reels, cable mats and residual current devices available for safe distribution.
- Check permits and insurance before you publish the event date. Allow at least 6–8 weeks for approvals where possible, because a late permit can affect the venue, route and number of visitors.
- Plan volunteer shifts around the visitor route, not just the entrance. For an evening programme, use at least two handover times so people covering installations, information points and safety checks do not work one uninterrupted shift.
- Confirm practical deliveries 48 hours before opening. Check toilets, catering, tents, lighting equipment and power supplies against the site plan, and review the weather forecast before deciding what needs cover or protection.
Frequently asked questions
- How far in advance should I plan a light festival?
- Start planning at least 3–6 months before the event. Contact the venue, light artists, suppliers and authorities first; promotion and registrations can follow once the date, route and programme are realistic.
- How do I plan electricity for a light festival?
- Create a power plan for every lighting zone before installation day. Record the expected load, cable route and connection point, then allow at least 20% spare capacity and test all circuits before visitors arrive.
- How many volunteers do I need for a light festival?
- The number depends on the route and opening hours, but assign one responsible volunteer to each active information or installation point per shift, plus a roaming coordinator. Plan shifts of about 3–4 hours and include a handover period.
- When should I check the weather for a light festival?
- Check the forecast 7 days before the event for planning, then again 48 hours and 6 hours before opening. Use the final checks to confirm protection for electrical equipment, outdoor installations, catering and visitor waiting areas.
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