Light show checklist: what to arrange and when

A light show depends on more than lights and a dark venue. You need a workable program, reliable power, safe cable routes, tested equipment, clear guest information, and a setup schedule that leaves time for changes. Start with the venue, permits, and lighting plan, then arrange suppliers and registrations. In the final days, check every item, charge battery-powered equipment, test the power supply, and keep catering chilled until it is needed.

Organize this event for free with Lizzt

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 power outlets
2 people
Develop lighting plan
2 people
Prepare safety plan
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Reserve lighting equipment
Reserve tables and chairs
Schedule technical test
2 people
Create route and parking information
Print signage
Print the program and floor plan
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Pick up lighting equipment
2 people
Store catering chilled
2 people
Charge equipment
2 people
Inspect venue
2 people
Test power supply
2 people
Clean the grounds
3 people
Set up tables and chairs
4 people
Set up catering table
2 people
Set up lighting installations
4 people
Cover cables safely
3 people
Hang decorative lighting
3 people
Mark the entrance and route
2 people
Mark off safety zones
3 people
Set out dishes and cups
2 people
Chill drinks
2 people
Prepare snacks
3 people
Program the technical equipment
3 people
Technically test the light show
3 people
Brief crowd guides
4 people

Event

Open the entrance
3 people
Welcome visitors
4 people
Distribute program
2 people
Check lighting installations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide the visitor route
4 people
Announce the light show
Operate the light show
3 people
Carry out safety checks
2 people
Empty trash bins
2 people
Announce final light show
Guide visitors to the exit
4 people

Aftercare

Switch off lighting equipment
3 people
Clean up catering
3 people
Clear tables and chairs
4 people
Take down the decorations
3 people
Remove cables and barriers
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
4 people
Check the equipment
2 people
Return lighting equipment
2 people
Return furniture
2 people
Collect lost property
Dispose of waste
2 people
Handle the deposit and materials

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 80
Buffet tablesqty 3
Party tentsqty 2
Tableclothsqty 10

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Pouring jugsqty 8

Lighting

LED spotlightsqty 12
LED string lightsqty 10
LED lanternsqty 20
Light standsqty 8
Light controller
Spare flashlightsqty 10

Equipment

Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
Cable rampsqty 10
Battery chargersqty 4
Megaphone
Walkie-talkiesqty 6
Spare batteriesqty 24

Decorations

Light-up clothsqty 8
Decorative starsqty 20
Directional signsqty 12
Program standsqty 4
Name badgesqty 20

Safety

Crowd control barriersqty 12
Reflective vestsqty 8
First aid kit
Fire extinguishersqty 2
Flashlightsqty 6

Kitchen

Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6
Serving traysqty 8

Cleaning

Waste binsqty 8
Bucketsqty 3
Broom setsqty 3
Mopsqty 3

Catering

Groceries

Tips

Build the lighting plan around the venue before reserving equipment. Mark power outlets, cable runs, light stands, audience areas, entrances, and any places where cable ramps or barriers are needed.
Schedule the technical test before guests arrive, with enough time to replace a faulty LED spotlight, light controller, extension cord, or battery. A test in daylight can also reveal dark access routes and trip hazards.
Check the venue’s power supply rather than assuming household outlets will be enough. Map which lights and controllers share each circuit, keep cable reels and power strips accessible, and bring spare batteries and flashlights.
Send route, parking, program, and registration information before the event, then print directional signs, the program, and the floor plan. Guests should be able to find the entrance and seating without asking the technical team.
Leave the final setup period free for inspection and cleanup. Pick up the lighting equipment, charge it, store catering chilled, check tables and chairs, and walk the grounds once more before opening the site.

Frequently asked questions

How far in advance should I plan a light show?: Start at least 8 to 12 weeks before the event. Use the first weeks to confirm the date, venue, permits, program, lighting equipment, catering, and guest registration; keep the final 3 to 5 days for checks and setup.
How many power outlets do I need for a light show?: There is no fixed number without the equipment list, but map every powered light, controller, charger, and service area before setup. Complete the power test at least 1 day before the show and use separate circuits where the venue requires them.
When should I test the light show equipment?: Schedule a full technical test 2 to 4 hours before guests arrive, after the equipment has been collected and charged. Test every lighting scene, controller, cable route, power strip, and backup flashlight rather than checking only the main lights.
What should I arrange the day before a light show?: Confirm the guest count, catering, venue access, weather plan, and technical schedule. Print the signage and floor plan, check the shopping list and stock, charge equipment, and make sure chilled catering can stay refrigerated until service.

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.