What to Buy for a Light Festival

A light festival needs more than installations and extension cords. You also need enough backup lighting, safe cable covers, power access, visitor signs and warm drinks for people moving through the route. Use this shopping list alongside your power plan and lighting-zone map. Check deliveries at least 24 hours before opening, then keep spare batteries, power banks and basic equipment ready for the evening.

Organize this event for free with Lizzt

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
- Coffee - 4 packs
- Tea bags - 250 pieces
- Cocoa powder - 2 packs
- Sugar - 4 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemons - 12 pieces
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Sinas - 18 bottles
- Ice tea - 18 bottles
- Sparkling water - 24 bottles
- Still water - 36 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Beer - 120 cans
- Alcohol-free beer - 48 cans
- Red wine - 12 bottles
- White wine - 12 bottles
- Bubbles - 6 bottles
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Olives - 6 jars
- Hummus - 12 tubs
- Tzatziki - 8 containers
- Salsa - 8 jars
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Baguettes - 20 pieces
- Mini rolls - 250 pieces
- Unsalted butter - 2 kilos
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Hummus spread - 2 kilo
- Smoked chicken breast - 2 kilo
- Vegetarian spreads - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 6 kilos
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 60 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Mini muffins - 120 pieces
- Chocolate bars - 100 pieces
- Popcorn - 8 bags
- Vegetarian wraps - 80 pieces
- Chicken wraps - 80 pieces
- Mixed salads - 12 bowls
- Pasta salad - 12 kilos
- Potato salad - 8 kilos
- Quiche slices - 160 pieces
- Vegetarian pizza slices - 160 pieces
- Vegan pizza slices - 80 pieces
- Gluten-free sandwich rolls - 30 pieces
- Gluten-free cookies - 6 packs
- Vegan cheese - 1 kilo
- Napkins - 1000 pieces
- Paper straws - 300 pieces
- Coffee cups - 300 pieces
- Teaspoons - 300 pieces
- Stirrers - 300 pieces
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Blue trash bags - 50 pieces
- Black trash bags - 50 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Toilet paper - 48 rolls
- Wet wipes - 12 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 12 pieces
- Tea towels - 24 pcs
- Aluminum trays - 100 pieces
- Storage containers - 30 pieces

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

Plan at least one spare battery set for every battery-powered lantern or light, and charge all rechargeable units before the event. Keep replacements at the information point rather than in a locked vehicle.
Count cable reels and extension cords by lighting zone, not by the total route length. Add cable mats wherever visitors cross a cable, and keep residual current devices available for powered equipment.
Provide one directional sign at every route decision and an information board at the entrance. Add a visible program poster so visitors do not need to ask volunteers for the schedule.
For a winter or outdoor festival, prepare enough thermos flasks for the first service period and place coffee machines and kettles near a reliable power connection. Confirm the catering delivery before the event day.
Buy or collect seating based on the waiting and refreshment areas, not just the main route. Party tents, benches and high tables need room around them, especially if visitors may queue under cover.

Frequently asked questions

What do I need for a light festival?: You need the lighting equipment, safe power distribution, cable mats, directional signs, information boards, decorations, seating and catering equipment. Include spare batteries and power banks so a single failure does not leave a zone or communication device without power.
How many spare batteries should I buy for a light festival?: Allow one complete spare set for every battery-powered light, including battery lanterns and LED lanterns. Charge and test the spare sets before opening, then store them where volunteers can reach them during the event.
How early should I order light festival equipment?: Confirm rented equipment and deliveries at least 24 hours before the festival, and earlier if several lighting installations share power infrastructure. Check cables, power strips, cable reels and residual current devices before setup begins.
What power equipment is needed for a light festival?: Prepare extension cords, power strips, cable reels, cable mats and residual current devices for each lighting zone. Add charging stations or power banks for walkie-talkies and phones, and test every connection before visitors enter.

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.