What to buy for a Light Art Festival

A Light Art Festival needs more than projectors and artwork. Visitors need a clear route, volunteers need reliable communication, and every installation needs safe access to power. Use the plan’s shopping list to gather technical equipment, lighting, furniture, signage materials and practical supplies before installation day. Check quantities against your site layout, the number of artworks and the expected audience, then review the list again after the weather forecast is available.

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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
- Coffee - 4 packs
- Tea - 6 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blue - 10 crates
- Spa Rood - 4 crates
- Apple juice - 8 liters
- Orange juice - 8 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted breadsticks - 6 bags
- Mixed nuts - 4 kilos
- Mini wraps - 250 pieces
- Hummus - 4 kilos
- Cream cheese - 3 kilos
- Smoked chicken breast - 3 kilos
- Young cheese - 3 kilos
- Cucumbers - 20 pieces
- Bell peppers - 20 pieces
- Arugula - 2 kilos
- Cherry tomatoes - 4 kilos
- Olives - 3 kg
- Grapes - 6 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Brownies - 120 pieces
- Cookies - 8 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 kilo
- Pepper - 2 jars
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Liquid hand soap - 6 bottles
- Hand sanitizer - 8 bottles
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Cleaning sponges - 12 pieces
- Disinfectant wipes - 8 packs
- Aluminum trays - 100 pieces
- Trays - 12 pieces
- Coffee filters - 300 pieces
- Stirrers - 500 pieces

Tips

Plan one usable power route for each installation and add extension cords, cable trays and cable ties before equipment arrives. Test every connection on site at least one day before opening.
Prepare lighting for both the artworks and the route between them. Keep work lights available for installation and spare bulbs ready for any fixture that fails during the festival.
Set up the information desk near the entrance with floor plans, program information and wristbands. Print enough for registered visitors plus at least 10% extra for late arrivals and replacements.
Match furniture to the visitor flow rather than placing it wherever space remains. Keep tables, chairs and stools away from cables, emergency routes and the viewing area of projections.
Pack backup power for communication and mobile equipment. Charge all power banks, battery chargers and walkie-talkies before the first installation shift, and keep one spare set available for volunteers.

Frequently asked questions

What equipment do I need for a Light Art Festival?: Plan for the equipment required by each artwork, including projectors, projection screens, media players and laptops where applicable. Add extension cords, cable trays, cable ties and battery chargers so installations can be connected and maintained safely.
How many printed floor plans should I order?: Start with one floor plan per expected visitor group or household, then add at least 10% extra. Keep additional copies at the information desk for replacements, volunteers and visitors who arrive without registering.
How much lighting is needed for the festival route?: Provide enough LED spotlights, LED light tubes or lanterns to make every route section and entrance visible without washing out the artworks. Check the full route after dark and keep work lights separate for setup and repairs.
When should I prepare the Light Art Festival shopping list?: Make the first purchase plan after the site layout and power plan are agreed, then place equipment and printed-material orders early enough to allow delivery and testing. Do a final stock check at least 24 hours before installation begins.

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