Lantern Festival Checklist

A lantern festival needs more than lanterns and a date. You need a clear route, safe lighting, weather cover, enough serving equipment and volunteers who know when to act. Start with the programme and permissions, then confirm suppliers, guest numbers and dietary requirements before ordering food. In the final week, check the forecast, prepare signs and distribute instructions. On the day, allow several hours for tents, tables, lighting and the buffet before visitors arrive.

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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

Set the date and program
2 people
Divide up the venue and grounds
2 people
Check permits and notifications
Confirm suppliers and bookings
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Order lanterns and lighting
Calculate catering quantities
2 people
Prepare music and playlist
Check the weather forecast
Make route and parking signs
2 people
Distribute volunteer instructions
Check materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Check lanterns
3 people
Set out weather protection
2 people

Event

Cordon off the area
3 people
Set up tents
5 people
Set up tables and chairs
4 people
Set up buffet tables
3 people
Set up the coffee and tea station
2 people
Set up the drinks station
2 people
Set up lantern pickup point
2 people
Set up creative craft tables
3 people
Hang up decorations
3 people
Hang lighting
3 people
Connect sound equipment
2 people
Secure power and cables
2 people
Place route signs
2 people
Check toilets
2 people
Set out first aid and safety equipment
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Distribute lanterns
3 people
Guide the craft activity
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Play music
Refill drinks
2 people
Empty trash bins
2 people
Check the lighting points
2 people
Brief the parade
3 people
Lead the lantern parade
8 people
Staff the photo booth
Serve dinner
4 people
Guide visitors to the exit
3 people
Handle the final round of drinks
2 people
Collect lanterns
3 people
Turn off the music and power
2 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
4 people
Take down tents
5 people
Collect tableware
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Clean equipment
2 people
Process leftover food
2 people
Sort materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Archive registration details
Send thank-you message

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 110
Buffet tablesqty 4
Bar stoolsqty 8
Clothes racksqty 2

Tableware

Reusable platesqty 130
Reusable bowlsqty 130
Reusable cupsqty 180
Coffee cupsqty 100
Cutlery setsqty 130
Serving spoonsqty 12
Serving plattersqty 16
Pitchersqty 8
Thermos flasksqty 8

Decorations

LED lanternsqty 120
Paper lanternsqty 80
Buntingqty 12
Tableclothsqty 16
Lantern polesqty 20
Chalkboardsqty 8
Photo backdrop
Decorative basketsqty 10

Lighting

LED string lightsqty 18
LED floodlightsqty 6
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Equipment

Bluetooth speakersqty 2
Microphone
Music player
Coolersqty 6
Extension cordsqty 6
Rechargeable batteriesqty 40
Battery chargersqty 8
Mobile chargersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Serving tongsqty 10
Aluminum traysqty 20
Cutting board matsqty 6
Ice packsqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 8
Reflective vestsqty 12
Crowd control barriersqty 12
Conesqty 20
Cable tiesqty 200
Work glovesqty 12

Activities

Craft tablesqty 4
Craft chairsqty 24
Children's apronsqty 30
Scissorsqty 30
Glue gunsqty 6
Craft binsqty 12
Waste binsqty 12
Chalk markersqty 20

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Washing-up basinsqty 6
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4
Storage cratesqty 20

Catering

Groceries

Tips

Set the route and venue layout before ordering equipment. Mark entrances, parking, lantern areas, catering, toilets and any section that must be cordoned off, then make sure cable mats cover every extension cord crossing a walkway.
Order lanterns and lighting only after you know the route length and event hours. Plan a light source for every dark section, plus LED floodlights for setup and pack-down; test all lanterns, extension cords and power strips before the event.
Use final registrations to calculate food, cups and seating rather than guessing. Collect dietary requirements before placing the catering order, and keep a written copy available at the buffet for the people serving food.
Send visitor information at least 3 days before the festival. Include arrival time, parking, the lantern route, weather advice and what visitors should do if the programme changes.
Finish the physical setup several hours before opening. Put up tents first, then tables and chairs, buffet tables, signs and lighting; chill drinks and place reusable tableware only after the main movement of equipment is complete.

Frequently asked questions

How far in advance should I plan a lantern festival?: Start the programme, venue layout and permit checks at least 8 weeks before the event. Confirm suppliers and send invitations once the date, route and capacity are clear.
How many lanterns do I need for a lantern festival?: Count one lantern for each planned participant, then add about 10% for replacements and late registrations. For example, 100 participants means preparing roughly 110 lanterns.
When should I check the weather for a lantern festival?: Check the forecast 7 days before the event, then again 48 hours and 6 hours before opening. Use the final checks to confirm tents, weather protection, route safety and any visitor message.
How early should I set up a lantern festival?: Allow at least 4 hours for tents, tables, chairs, buffet tables, signs and lighting, with extra time if the route is large. Complete the safety check and lantern check before visitors arrive.

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