Light Art Festival checklist: plan it in the right order

A Light Art Festival combines public access, technical installations and evening operations, so small gaps can affect the whole route. Start with the venue, permits and artist confirmations before booking equipment or opening registrations. Then connect the site layout to the power plan, safety arrangements, accessibility checks and volunteer shifts. This checklist helps you keep the planning sequence clear, from the first application to the final equipment and printed-materials check.

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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

Reserve venue
Apply for permits
Confirm artists
Create a power plan
2 people
Draw the site layout
2 people
Prepare safety plan
2 people
Send invitations
2 people
Update website
Open registrations
Book catering
Reserve technical equipment
Recruit volunteers
2 people
Inform neighbors
Check accessibility
2 people
Publish the program
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Install artwork and technical equipment
2 people
Design route signs
Order wristbands and floor plans
Check the weather forecast
Check the shopping list
2 people
Purchase decorations
2 people
Collect printed materials
Test the equipment
3 people
Do the shopping
2 people
Prepare snacks
3 people
Sort materials
3 people

Event

Open venue
2 people
Receive deliveries
3 people
Cordon off the area
4 people
Set up tables and chairs
4 people
Set up info desk
2 people
Build the catering counter
3 people
Install lighting
5 people
Set up projectors and screens
3 people
Securely finish cables
3 people
Test power connections
2 people
Hang decorations
3 people
Put up route signs
2 people
Lay out the program and maps
2 people
Chill drinks
2 people
Display snacks
3 people
Brief volunteers
3 people
Carry out final technical check
3 people
Staff the info desk
2 people
Welcome visitors
3 people
Hand out maps
2 people
Support the artists
2 people
Monitor lighting installations
3 people
Staff catering desk
3 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Start light show
2 people
Assist at the photo spot
Adjust lighting
2 people
Inform last visitors
2 people

Aftercare

Turn off lighting installations
3 people
Close catering
3 people
Wash dishes
3 people
Clean up the venue
5 people
Take down tables and chairs
4 people
Dismantle lighting installations
5 people
Pack up cables and equipment
3 people
Dispose of waste separately
3 people
Clean the venue
4 people
Count materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Remove decorations
3 people
Remove wristbands and signs
2 people
Collect lost property
2 people
Hand over the venue
2 people
Return camera equipment

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
High tablesqty 8
Party tentsqty 4
Beer tablesqty 6
Stoolsqty 16
Bar stoolsqty 8
Information desk
Clothes racksqty 2

Equipment

Projectorsqty 4
Projection screensqty 4
Media playersqty 4
Laptopsqty 3
Extension cordsqty 12
Extension cordsqty 18
Cable traysqty 20
Cable tiesqty 100
Battery chargersqty 6
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED spotlightsqty 16
LED light tubesqty 10
Work lightsqty 6
Lanternsqty 12
Light filtersqty 20
Spare bulbsqty 20

Decorations

Black drapesqty 12
Transparent filmqty 10
Reflective blanketsqty 12
Colorful wrapping paperqty 20
Buntingqty 12
Plastic clampsqty 100
Cable tiesqty 100
Wayfinding signsqty 18
Program postersqty 20
Photo backdrop
Directional signsqty 12

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving tongsqty 10
Thermos flasksqty 6
Coolersqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Ice packsqty 24
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4
Serving apronsqty 8

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopqty 4
Bucketsqty 4
Waste binsqty 8
Hand broomsqty 4

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Non-slip matsqty 12
Fire extinguishersqty 4
Flashlightsqty 8
First aid kitsqty 2

Catering

Groceries

Tips

Build the power plan from the site layout, not from memory. Mark every projector, screen, media player, spotlight and work light, then check cable lengths, extension cords, cable trays and cable ties before installation day.
Set a firm deadline for artist confirmations before publishing the program. You need the final artwork list and technical requirements before updating the website, opening registrations or ordering visitor materials.
Plan the visitor route and volunteer coverage together. Place the information desk, route signs and registration materials where people can find them, and give volunteers walkie-talkies or power banks for the full operating period.
Handle accessibility and neighborhood communication before the festival is promoted. Check the route, entrances and viewing areas, then allow enough time to inform neighbors about visitor flow, lighting and evening activity.
Use a final weather and shopping check before setup begins. Confirm tents, lighting, printed materials, wristbands, decorations, spare bulbs and charging equipment at least one day before artists and technicians arrive.

Frequently asked questions

When should I apply for permits for a Light Art Festival?: Start the permit process as soon as the venue and festival dates are known, preferably several months before opening. Permit requirements can affect the site layout, power plan, safety plan and visitor capacity, so do not wait until registrations are ready.
How far in advance should artists be confirmed?: Confirm artists before publishing the program or opening registrations. A practical deadline is at least 8 to 12 weeks before the festival, leaving time to collect technical requirements and reserve projectors, screens, media players and lighting.
What should I check before installing light artworks?: Complete the site layout, power plan, safety plan and accessibility check before installation day. Test each projector, media player, laptop, spotlight and cable connection, and keep spare bulbs, battery chargers and power banks available.
How many volunteers do I need for a Light Art Festival?: Calculate volunteer coverage by post and shift rather than using one total number. Plan at least one person for the information desk, route support and registration or access control during each shift, then add relief cover for breaks and late-evening operations.

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.