Light Festival Checklist

A light festival needs more than striking installations. You must coordinate artists, electrical capacity, visitor flow, permits, safety and practical services before the first light is switched on. Start with the date, venue and route, then work through the power plan, suppliers and volunteer schedule. This checklist helps you keep the planning in the right order, including the details that are often left until the final week, such as cable protection, dietary requirements, deliveries and weather checks.

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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
Reserve venue
Check permits
Check insurance
Reserve electrical facilities
Contact light artists
2 people
Select lighting installations
2 people
Create a map for lighting zones
2 people
Set the route for visitors
2 people
Prepare safety plan
2 people
Draw up the power plan
2 people
Book catering
Reserve toilets
Arrange waste collection
Reserve photographer
Recruit volunteers
2 people
Send invitations
2 people
Open online registrations
Post promotion on social media
Hang posters
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Confirm deliveries
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Check lighting equipment
2 people
Test cables and plugs
2 people
Print signs and route maps

Event

Welcome the light artists
2 people
Receive deliveries
2 people
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Build lighting installations
6 people
Aim light projectors
3 people
Hang string lights
4 people
Secure power cables safely
3 people
Test power groups
2 people
Set up decorations
3 people
Put up route signs
2 people
Set up information table
2 people
Test the cash register and card reader
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set out tableware and cutlery
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Check off registrations
2 people
Provide route information
2 people
Operate lighting installations
3 people
Hand out children's lanterns
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock buffet supplies
2 people
Empty trash bins
2 people
Check toilets
2 people
Check the lighting installations again
2 people
Announce evening program
Take photos of the festival
Guide visitors to the exit
3 people
Turn off lighting installations
3 people
Close the register
2 people

Aftercare

Dismantle lighting equipment
6 people
Roll up cables
3 people
Take down tents
4 people
Collect furniture
4 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean the grounds
4 people
Have toilets collected
Inventory materials
2 people
Return borrowed materials
2 people
Archive photos
Send visitor thank-you gifts

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Benchesqty 12
Chairsqty 40
Tableclothsqty 18

Lighting

String lightsqty 20
LED spotlightsqty 12
LED projectorsqty 8
Battery lanternsqty 24
LED lanternsqty 40
Spare batteriesqty 60

Equipment

Extension cordsqty 20
Power stripsqty 12
Cable reelsqty 6
Cable matsqty 20
Residual current devicesqty 6
Walkie-talkiesqty 8
Power banksqty 6
Charging stationsqty 2

Decorations

Decorative clothsqty 12
Mirror Filmqty 10
Glow sticksqty 20
Balloonsqty 100
Directional signsqty 12
Information boardsqty 6
Program postersqty 20

Catering

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Drink dispensersqty 4
Food warmersqty 4
Groceries

Tableware

Reusable cupsqty 250
Platesqty 180
Bowlsqty 80
Cutlery setsqty 200
Serving spoonsqty 12
Serving jugsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 20
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Crowd control barriersqty 20
Reflective vestsqty 12
Work glovesqty 12
Flashlightsqty 8
Non-slip matsqty 10

Office

Registration formsqty 250
Ballpoint pensqty 20
Clipboardsqty 8
Name stickersqty 150
Cash box
Paper tapeqty 8
Waterproof markersqty 12

Tools

Cable tiesqty 200
Duct tapeqty 8
Hammersqty 4
Screwdriversqty 4
Laddersqty 3

Tips

Draw the visitor route and lighting zones before ordering signs or equipment. Mark entrances, exits, toilets, catering points and dark areas so visitors can follow the programme without crossing operational zones.
Create the power plan installation by installation. Record the expected load, cable length and connection point, then allow time to test residual current protection, cable reels, power strips and cable mats before opening.
Set firm deadlines for permits, insurance and electrical facilities rather than treating them as final-week tasks. Confirm these arrangements several weeks before the festival, because changes to the venue or route can affect all three.
Recruit and assign volunteers by position, not just by total headcount. Provide walkie-talkies or charging options for route stewards, installation support, visitor information and the team handling deliveries or emergencies.
Check registrations and dietary requirements before confirming catering quantities. Confirm deliveries, toilets, waste collection and the weather forecast during the final week, then prepare a clear response for rain, wind or cold conditions.

Frequently asked questions

How far in advance should I plan a light festival?: Start planning at least 8 to 12 weeks ahead. Secure the venue, date, permits, insurance and lighting artists first; leave the final 7 days for confirmations, weather checks and delivery coordination.
How do I plan electricity for a light festival?: List every installation and item that needs power, including LED projectors, spotlights, coffee machines and charging stations. Complete the power plan at least 2 weeks before the event and test all connections before visitor access.
How many volunteers do I need for a light festival?: Base the number on posts rather than a single event ratio: cover each entrance, route section, information point, installation area and operational task for every opening shift. Finalise assignments at least 1 week ahead and keep a small reserve for breaks and absences.
When should I check the weather for a light festival?: Check the forecast 7 days before the event, then again 48 hours and 6 hours before opening. Use those checks to confirm tent arrangements, cable protection, visitor communication and any changes needed for outdoor installations.

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.