Light parade shopping list

A light parade needs more than lights for the participants. You also need reliable power, clear registration equipment, refreshments, barriers and waste facilities along the route and at the start or finish. Use this list to check what must be bought, borrowed or tested before shopping day. Pay special attention to spare batteries, extension leads and cups: these are easy to overlook and difficult to replace once the parade is underway.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 80
Registration desk
Bar stoolsqty 6
Tableclothsqty 10
Crowd barriersqty 20
Waste binsqty 10

Lighting

LED string lightsqty 12
LED lanternsqty 30
LED wristbandsqty 250
LED candlesqty 250
Spare batteriesqty 300
Flashlightsqty 12
Battery boxesqty 10

Equipment

Kettlesqty 4
Coffee machinesqty 2
Hot drink urnsqty 6
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Portable speakersqty 2
Microphonesqty 2
Megaphonesqty 3
Coolersqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 250
Paper platesqty 250
Cutlery setsqty 250
Teaspoonsqty 100
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 4
Thermometerqty 2
Bottle openersqty 4

Decorations

Route signsqty 12
Directional signsqty 20
Information boardsqty 6
Banner materialqty 4
Balloonsqty 100
Ropeqty 100
Cable tiesqty 300
Duct tapeqty 8

Safety

Reflective vestsqty 20
Traffic conesqty 30
Barrier tapeqty 6
Flashlights with blinking lightqty 10
First aid kitsqty 2
Emergency blanketsqty 10
Fire extinguishersqty 4
Work glovesqty 12

Cleaning

Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 4 packs
- Tea - 6 boxes
- Cocoa powder - 2 packs
- Sugar - 3 kilos
- Milk - 12 liters
- Oat milk - 4 liters
- Whipped cream - 12 aerosol cans
- Cinnamon - 2 jars
- Lemon slices - 2 kilos
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Plain chips - 10 bags
- Paprika chips - 10 bags
- Tortilla chips - 8 bags
- Salt sticks - 8 bags
- Popcorn - 6 bags
- Mini pretzels - 6 bags
- Mini cream puffs - 8 boxes
- Mini muffins - 8 boxes
- Raisins - 4 bags
- Apples - 8 kilos
- Bananas - 5 kilo
- Grapes - 5 kilos
- Mandarins - 5 kilos
- Cucumbers - 5 pieces
- Carrots - 4 kilos
- Cherry tomatoes - 4 kilos
- Bell peppers - 12 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Crackers - 12 packs
- Baguettes - 12 pieces
- Herb butter - 8 tubs
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Vegetarian spread - 3 kilos
- Chicken breast slices - 2 kilos
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pickles - 4 jars
- Olives - 4 jars
- Mixed nuts - 4 kilos
- Rosemary - 4 jars
- Paprika powder - 4 jars
- Salt - 2 packs
- Pepper - 2 jars
- Olive oil - 2 bottles
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Disposable napkins for the bar - 500 pieces
- Trash bags - 100 pieces
- Compostable snack bags - 300 pieces
- Paper bread bags - 150 pieces
- Hand sanitizer gel - 6 bottles
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Toilet paper - 24 rolls
- Wet wipes - 12 packs
- Tissues - 12 boxes
- Bottle openers - 4 pcs
- Ice cubes - 20 bags
- Syrup - 6 bottles
- Coffee filters - 4 boxes
- Tea filters - 2 boxes
- Wooden stirrers - 500 pieces
- Sugar sachets - 500 pieces
- Allergen stickers - 2 sets

Tips

Plan at least one spare battery set for every battery-powered light, plus extra flashlights for volunteers working after dark. Test every LED string light, lantern and wristband before packing them.
Count tables, chairs and registration supplies for the busiest arrival period, not the average. Keep the registration desk, participant map and information boards together so volunteers do not have to search for them.
Measure the distance from available power outlets to the equipment before choosing extension cords or cable reels. Bring power strips and battery boxes, and keep cables away from walking routes.
For hot drinks, provide one cup per serving plus a reserve of at least 10 percent. Keep chilled products in coolers until serving and check that kettles, coffee machines and hot drink urns work before setup.
Place waste bins at the start, finish and refreshment points, and use crowd barriers where participants or spectators could enter the route. Pack a megaphone and portable speakers so instructions remain audible outdoors.

Frequently asked questions

What do I need for a light parade?: You need participant lighting such as LED string lights, lanterns, wristbands or candles, together with spare batteries and flashlights. Also prepare power equipment, registration furniture, barriers, waste bins, refreshments and serving supplies.
How many spare batteries should I buy for a light parade?: Buy at least one complete spare battery set for every battery-powered light that will be used. Add another 10 percent if the parade lasts several hours or replacement batteries are difficult to obtain locally.
How many cups and plates do I need for a light parade?: Start with one cup, plate and cutlery set per expected serving, then add at least 10 percent extra. Count coffee cups and teaspoons separately if you serve hot drinks, because they are often used more than once.
When should I test the lights and electrical equipment?: Test all lights, batteries, kettles, coffee machines, urns, speakers and microphones at least 24 hours before setup. Check the extension cords, cable reels and power strips again during setup, before participants arrive.

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