How to organise a Lights Night without last-minute problems

A Lights Night works best when the programme, venue and lighting plan are fixed before you invite anyone. Start by checking the grounds, permits and supplier availability, then build the guest plan around registration details and dietary requirements. Leave enough time for batteries, lanterns and LED lights to be tested rather than assuming they will work on the night. This guide follows the order that keeps setup manageable, including the weather decisions and safety checks people most often leave too late.

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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

1
Set the date and program
2 people
2
Check the venue and grounds
2 people
3
Check permits
4
Make reservations
5
Confirm suppliers
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Assign volunteers
2 people
11
Send program to attendees
12
Check the weather forecast
13
Prepare bad weather plan
2 people
14
Check the shopping list
2 people
15
Do the shopping
3 people
16
Set up non-perishable supplies
2 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Clearly mark allergens
2 people
20
Test the lights
2 people
21
Check lanterns
2 people
22
Charge batteries
23
Bring materials to the venue
4 people
24
Cordon off the area
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Build party tents
6 people
28
Set up buffet tables
3 people
29
Set up the drink tables
2 people
30
Set out tableware
2 people
31
Display snacks
3 people
32
Set up the coffee and tea station
2 people
33
Hang lighting
4 people
34
Hang lanterns
4 people
35
Install candle-free light points
3 people
36
Mark out the route
2 people
37
Place waste stations
2 people
38
Set up music
2 people
39
Conduct a safety check
2 people
40
Set up information table
2 people
41
Brief volunteers
3 people

Event

42
Welcome guests
4 people
43
Check off registrations
2 people
44
Explain the program
45
Serve coffee and tea
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Restock the buffet
3 people
49
Serve diet meals
2 people
50
Hand out lights
3 people
51
Supervise children's activities
4 people
52
Staff the photo booth
2 people
53
Provide music
54
Guide the candlelight route
4 people
55
Announce the light moment
56
Lead the candlelight moment
4 people
57
Serve hot drinks
3 people
58
Serve the final appetizers
2 people
59
See off guests
3 people

Aftercare

60
Turn off lights
3 people
61
Chill leftover food
2 people
62
Collect waste
4 people
63
Clear tables and chairs
5 people
64
Take down decorations
3 people
65
Gather lights and cables
4 people
66
Wash dishes
3 people
67
Clean the kitchen
3 people
68
Clean the grounds
4 people
69
Return materials
4 people
70
Return rented items
2 people
71
Empty and clean coolers
2 people
72
Charge reusable lights
73
Handle the deposit and keys
74
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Beer tablesqty 4
High tablesqty 6
Buffet tablesqty 4
Stoolsqty 12
Tableclothsqty 14
Coat racksqty 3

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable glassesqty 160
Coffee cupsqty 80
Tea glassesqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 16
Serving plattersqty 20
Serving traysqty 8

Decorations

Lanternsqty 120
Paper garlandsqty 20
Glowing starsqty 20
Table decorationsqty 14
Welcome sign
Program boardsqty 6
Directional signsqty 12
Name badgesqty 120

Lighting

LED string lightsqty 18
LED lanternsqty 24
LED tea lightsqty 160
Battery lampsqty 12
Extension cordsqty 10
Power stripsqty 8
Spare batteriesqty 80

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Music player
Coolersqty 6
Hot boxesqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Scissorsqty 4
Thermos flasksqty 6
Ice spoonsqty 4
Portion tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue conditions first. Check permits and the available grounds before sending invitations, because changes to access or opening times affect reservations, suppliers and the event schedule.
Send invitations early enough to process registrations and collect dietary requirements before shopping. Use the final guest count to plan seating, reusable tableware, snacks and drinks instead of buying for an uncertain number.
Test every lantern and LED light before bringing it to the venue, ideally 3–7 days ahead. Charge batteries after the test and repeat a quick check on the day so a dead battery does not leave a dark route or table.
Make the weather decision in advance, not when guests are arriving. Check the forecast the day before and prepare the party tents, covered areas or an alternative layout before setup begins.
Bring non-perishable supplies and signs to the venue first, then set up tables, seating and the marked-off area. Chill drinks and prepare snacks later, and clearly label allergens before food is put out.

Frequently asked questions

How far in advance should I plan a Lights Night?: Set the date, programme and venue checks at least 4–6 weeks before the event. Send invitations once permits, reservations and key suppliers are confirmed, leaving time to process registrations and dietary requirements.
When should I test the lights and lanterns?: Test all lanterns and LED string lights 3–7 days before Lights Night. Charge spare batteries after testing and do one final check on the event day before the lights are installed.
When should I check the weather for a Lights Night?: Check the forecast 48 hours before the event and again on the morning itself. Your bad-weather layout, party tents and covered setup should be ready before guests arrive, not assembled after rain starts.
How long before guests arrive should setup start?: Allow at least 3 hours for setup if you are placing tables, seating, signs, decorations and lighting. Chill drinks and prepare snacks after the furniture and safe walking routes are in place, with a final 30-minute check before doors open.

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