How to organise a Lights Night without last-minute problems

A Lights Night needs more planning than a normal evening gathering because guests move along a route and rely on safe, working lighting. Start with the date, programme, route and venue, then confirm permits, power and suppliers before sending invitations. After registrations open, collect dietary requirements and assign volunteers. In the final week, test every light, prepare signs and name badges, and check the weather so tents, tables and the programme can be adjusted in time.

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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
Determine the venue and route
2 people
3
Check permits
4
Reserve venue
5
Check power outlets
2 people
6
Reserve suppliers
7
Design invitations
8
Send invitations
2 people
9
Open registrations
10
Distribute neighborhood letter
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Assign volunteers
2 people
14
Check the weather forecast
15
Confirm the program
2 people
16
Prepare route signs
2 people
17
Make name badges
2 people
18
Check the lights
3 people
19
Check batteries
2 people
20
Work out table arrangement
2 people
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
4 people
25
Sort decorations
2 people
26
Collect materials
3 people
27
Check the venue
2 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Lay out power cables safely
2 people
31
Hang string lights
4 people
32
Place lanterns
3 people
33
Mark the route with lights
3 people
34
Set up info table
2 people
35
Set up the catering table
3 people
36
Set out coffee and tea
2 people
37
Display snacks
3 people
38
Place waste stations
2 people
39
Test sound system
2 people
40
Conduct a safety check
2 people

Event

41
Welcome visitors
3 people
42
Check off registrations
2 people
43
Hand out lights
3 people
44
Supervise children's activity
3 people
45
Supervise the craft table
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Refill drinks
2 people
49
Collect waste
2 people
50
Guide the candlelight route
4 people
51
Operate the music
52
Check candles and lights
2 people
53
Inform visitors
2 people
54
Announce the final round
55
Wave goodbye to visitors
3 people

Aftercare

56
Turn Off String Lights
2 people
57
Clear away snacks and drinks
3 people
58
Collect tableware
3 people
59
Sort waste
2 people
60
Clear tables and chairs
4 people
61
Take down party tents
4 people
62
Remove decorations
3 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Foldable tablesqty 4
Folding chairsqty 50
Bar stoolsqty 6
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Bowlsqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 4

Decorations

Paper lanternsqty 80
Decorative pennantsqty 8
Table decorationsqty 12
Route arrowsqty 20
Information boardsqty 6
Chalkboardsqty 3

Lighting

LED string lightsqty 12
LED lanternsqty 30
LED tea lightsqty 150
Flashlightsqty 6
Spare batteriesqty 60

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving tongsqty 8
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 8
Dishpanqty 2

Catering

Groceries

Tips

Set the route and programme before inviting people. Mark where guests start and finish, how long the route takes, and where information boards, refreshments and volunteers will be positioned.
Check permits, power outlets and supplier bookings at least 4 weeks before the event. Count extension cords and power strips by location, and keep lighting connections away from walkways and wet ground.
Close or review registrations 7 days before Lights Night. Use the final number for name badges, seating, reusable cups, plates, snacks and drinks, and record dietary requirements in one list.
Test LED string lights, lanterns, tea lights, the microphone and speaker 2 to 3 days beforehand. Charge or replace batteries, then pack spare batteries and flashlights where volunteers can reach them.
Do the shopping and chill drinks no later than the day before. Set up tables, chairs, decorations and route arrows on the day, leaving enough time for a full walk-through after dark.

Frequently asked questions

How far in advance should I organise a Lights Night?: Start 6 to 8 weeks before the event. Use the first 2 weeks for the date, route, venue, permits and suppliers, then allow at least 4 weeks for invitations and registrations.
When should I send Lights Night invitations?: Send invitations around 4 weeks before Lights Night, once the date, programme and route are stable. Review registrations 7 days before the event so quantities and volunteer shifts can be confirmed.
How do I plan lighting for a Lights Night route?: Walk the complete route after dark at least 3 days before the event. Check every LED light, lantern, battery and power connection, and place a flashlight and spare batteries with the responsible volunteer.
When should I prepare food and drinks for Lights Night?: Buy supplies 1 day before the event and chill drinks overnight. Prepare snacks on the day, after confirming the final guest count and dietary requirements, so portions match the registrations.

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.