How to organise a Lights Night

A Lights Night works best when the practical setup is finished before guests arrive and the lighting is checked in advance. Start by fixing the date, programme and venue, then manage invitations, registrations and dietary requirements before buying supplies. In the final week, confirm deliveries, prepare signage and test every light source. On the day, set up the room in zones: reception, seating, catering, coffee and drinks.

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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
Arrange the venue and space
2 people
3
Make reservations
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send visitor information
8
Assign volunteers
2 people
9
Check candles and string lights
2 people
10
Check tableware stock
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Prepare name badges
16
Print the program and signage
17
Check the weather forecast
18
Receive deliveries
2 people
19
Open venue
2 people
20
Set up tables
4 people
21
Set up chairs
4 people
22
Set up the reception table
2 people
23
Set up the catering table
3 people
24
Set up coffee station
2 people
25
Set out drinks
2 people
26
Arrange snacks on platters
3 people
27
Fill lanterns
3 people
28
Hang string lights
3 people
29
Set up battery lighting
2 people
30
Safely distribute candles
2 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Test sound system
2 people
34
Conduct a safety check
2 people

Event

35
Welcome visitors
4 people
36
Check off registrations
2 people
37
Serve welcome drinks
3 people
38
Serve coffee and tea
2 people
39
Serve snacks
3 people
40
Hand out lights
3 people
41
Light candles
4 people
42
Switch on the string lights
2 people
43
Lead the candlelight moment
2 people
44
Provide music
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Check candles
2 people
49
Inform visitors of departure time
50
Wave goodbye to visitors
2 people

Aftercare

51
Extinguish candles
4 people
52
Turn Off String Lights
2 people
53
Collect lanterns
3 people
54
Collect tableware
3 people
55
Store leftovers safely
2 people
56
Clear tables and chairs
4 people
57
Remove decorations
3 people
58
Wash dishes
3 people
59
Sort and remove waste
2 people
60
Clean the venue
3 people
61
Clean equipment
2 people
62
Inventory materials
2 people
63
Return borrowed items
2 people
64
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2

Lighting

String lightsqty 12
Battery lanternsqty 30
LED tea lightsqty 100
Candle lanternsqty 30
Spare batteriesqty 40
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Equipment

Bluetooth speakerqty 2
Microphone
Laptop
Charging stationsqty 2
Hand truck
Fire extinguisherqty 2
First aid kit

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Coolersqty 4
Ice cube traysqty 4
Kettlesqty 3
Coffee machinesqty 2

Decorations

Colorful lanternsqty 40
Table runnersqty 8
Welcome sign
Name badgesqty 100
Directional signsqty 8
Ropeqty 4
Cable tiesqty 100
Tapeqty 6
Scissorsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Check candles, string lights, battery lanterns and LED tea lights several days before the event, not during setup. Count spare batteries, extension cords, power strips and cable mats at the same time.
Keep the guest list, dietary requirements and visitor information together until catering is complete. This prevents last-minute confusion when preparing snacks and setting out plates, serving tongs and reusable cups.
Plan the room around movement: place the reception table near the entrance, keep catering separate from the coffee station, and leave clear routes around tables and chairs. Check that cables do not cross walking paths.
Chill drinks early enough to serve them cold and prepare the coffee station with thermos flasks, coffee cups and water jugs before guests arrive. Drinks are often remembered last, even though they are needed from the first arrival.
Allow a dedicated setup period before opening the venue. Use it to receive deliveries, print and place the programme and signage, check the weather forecast, and test the microphone, speaker and lighting together.

Frequently asked questions

How far in advance should I organise a Lights Night?: Set the date, programme and venue several weeks ahead so reservations and invitations are not rushed. Close registrations early enough to confirm dietary requirements and plan the amount of food, drinks and tableware.
When should I send invitations for a Lights Night?: Send invitations as soon as the date, programme and venue are confirmed. Set a registration deadline at least 7 days before the event so you can process replies, collect dietary requirements and send visitor information.
How long does it take to set up a Lights Night?: Allow at least 2 to 3 hours for setup, depending on the room and number of tables. This should cover opening the venue, arranging furniture, installing lights, setting up reception and catering tables, and checking equipment.
What should I check on the day of a Lights Night?: Check deliveries, the weather forecast, lighting, cables, sound equipment and the first aid kit before opening. Finish setting out drinks, snacks, tableware and signage at least 30 minutes before guests arrive.

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.