What You Need for a Light Show

A light show needs more than spotlights and decorations. Your shopping list must cover the lighting setup, safe power distribution, audience movement, serving supplies, and backup equipment for faults or dark areas. Include LED spotlights, string lights, lanterns, stands, a controller, extension leads, cable protection, and spare batteries. Tables, cups, signage, and crowd barriers are easy to overlook, especially when the technical equipment gets most of the attention.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Alcohol-free beer - 4 crates
- Beer - 5 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 bags
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 6 bags
- Mini pita breads - 120 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Cheese slices - 3 kilos
- Chicken breast slices - 2 kilos
- Vegetarian wraps - 40 pieces
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 50 pieces
- Brownies - 100 pieces
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan spreads - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Cleaning spray - 2 bottles
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Toilet paper - 24 rolls

Tips

Plan at least one lighting position for each main viewing area, then add spare flashlights for setup, emergencies, and the journey to exits or toilets.
Use cable reels, power strips, and cable ramps rather than loose extension cords. Check the required cable lengths before shopping, and keep power connections away from wet ground and walkways.
Allow roughly one reusable cup, plate, and cutlery set per guest, plus at least 10% extra for replacements. Add coffee cups and pouring jugs if drinks will be served separately from the main bar or buffet.
Buy directional signs, program stands, and name badges before the event day. Print or prepare them at least 24 hours in advance so guests can find entrances, viewing areas, parking, and facilities in low light.
Charge battery-powered equipment and spare batteries before pickup or delivery. Keep the chargers, walkie-talkies, and spare batteries together in one labelled box so they are not buried among the lighting equipment.

Frequently asked questions

What equipment do I need for a light show?: For a basic setup, include LED spotlights, LED string lights, LED lanterns, light stands, and a light controller. Add extension cords, power strips, cable reels, cable ramps, chargers, spare flashlights, and spare batteries so the show can be tested and operated safely.
How many cups and plates do I need for a light show?: Start with one cup, plate, and cutlery set per attendee, then add 10% extra. For 50 guests, that means at least 55 of each item, with coffee cups and pouring jugs added if the drinks service requires them.
How early should I buy supplies for a light show?: Buy or reserve the lighting and power equipment at least 2 to 4 weeks before the event, especially if it is hired. Purchase disposable or reusable serving supplies and printed signage no later than 3 to 5 days beforehand.
What safety items are needed for a light show?: Use cable ramps wherever cables cross walkways, and keep crowd control barriers for restricted or technical areas. Also prepare spare flashlights, walkie-talkies, spare batteries, and clear directional signs before the technical test.

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