How to organise an anniversary light show

An anniversary light show combines a timed technical production with a social event, so the order of preparation matters. Start by securing the room, checking permits and confirming the available power before booking lighting equipment or catering. Then build the show program, test the music and light files, and keep guest information and dietary requirements up to date. On the day, allow time for a full technical test, safe cable routing, equipment charging and final catering checks before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Reserve a room
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Check permit requirements
6
Check power outlets
2 people
7
Reserve lighting equipment
8
Book catering
9
Create the light show program
2 people
10
Select music for the show
2 people
11
Update guest list
12
Perform technical lighting test
3 people
13
Check emergency exits
2 people
14
Confirm catering quantities
15
Do the shopping
2 people
16
Test light show files
2 people
17
Prepare name badges
2 people
18
Check tableware and materials
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Charge equipment
2 people
22
Label the materials
2 people
23
Hang lighting plan
24
Set up tables and chairs
4 people
25
Assemble lighting stands
3 people
26
Install light fixtures
3 people
27
Connect cables
3 people
28
Tape down cables securely
2 people
29
Fully test light show
3 people
30
Set up buffet and bar
4 people
31
Hang up decorations
3 people
32
Set up the reception table
2 people
33
Briefing for reception team
3 people

Event

34
Welcome guests
3 people
35
Serve coffee and tea
2 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Collect tableware
2 people
39
Announce the light show
40
Operate the light show
2 people
41
Guide guests safely
2 people
42
Assist with farewell and cloakroom
2 people

Aftercare

43
Switch off lighting equipment
2 people
44
Clean up catering
3 people
45
Collect waste
3 people
46
Wash dishes
3 people
47
Put furniture back
4 people
48
Clean the room
3 people
49
Dismantle lighting equipment
3 people
50
Check cables and equipment
2 people
51
Return equipment
2 people
52
Store leftover stock
2 people

What to bring

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

Furniture

Chairsqty 110
Beer tablesqty 10
High tablesqty 8
Coat racksqty 2

Tableware

Glassesqty 140
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 140
Cutlery setsqty 120
Serving plattersqty 18
Coffee potsqty 4

Equipment

Light controller
DMX splitterqty 2
Laptop
Bluetooth speakerqty 2
Microphone

Lighting

LED light fixturesqty 12
LED barsqty 8
Light standsqty 6
DMX cablesqty 16
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 10
Cable reelsqty 4
Gaffer tapeqty 8

Decorations

LED string lightsqty 12
Anniversary bannerqty 2
Balloonsqty 100
Balloon weightsqty 8
Tableclothsqty 18
Name badgesqty 120

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set
Cleaning bucketqty 2

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving utensilsqty 18

Safety

First aid kit
Non-slip matsqty 8

Catering

Groceries

Tips

Check power outlets before you reserve the lighting setup. Map which outlets share a circuit, then plan the light controller, DMX equipment, laptop, speaker and lighting fixtures so extension cords and power strips are not overloaded.
Create the light show program before finalising the event schedule. Leave at least 60 minutes for assembling stands, connecting DMX cables and running the complete show file with the selected music.
Treat guest information as an operational deadline, not just administration. Close registrations several days before the event, update the guest list, collect dietary requirements and prepare name badges before setup begins.
Do a full technical rehearsal on the actual laptop, controller, speaker and light fixtures. Test every show file, music track and transition in sequence; a file that works alone may still fail when the program runs continuously.
Make safety checks part of the room setup. Keep emergency exits visible, route cables through cable trays or along protected paths, secure stands and balloon weights, and use gaffer tape where guests might cross a cable.

Frequently asked questions

How far in advance should I plan an anniversary light show?: Start at least 6 to 8 weeks ahead so you have time to reserve the room, check permit requirements, book catering and secure lighting equipment. Finish the show program and guest information during the final 2 weeks.
When should I test the lights and show files?: Run an initial file and equipment test at least 1 week before the event. On the day, schedule a complete technical rehearsal after the stands, cables, controller, laptop and speaker are connected, ideally at least 60 minutes before guests arrive.
How much time is needed to set up an anniversary light show?: Allow 3 to 4 hours for a setup that includes tables and chairs, lighting stands, LED fixtures, DMX cabling, decorations and catering preparation. Add extra time if the room has difficult access or limited power outlets.
When should I confirm catering quantities and dietary requirements?: Collect dietary requirements when registrations open and confirm the final quantities 3 to 5 days before the event. Buy or prepare snacks and chill drinks only after the guest list has been updated.

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.