Lights festival checklist: what to arrange and when

A lights festival needs more than light strings and a good programme. You need to coordinate the venue, power supply, permits, suppliers, volunteers, catering and visitor information before setup day. This checklist covers the full run-up, from choosing the date and checking the grounds to testing lights, charging batteries and counting materials. Use it to assign responsibilities, track registrations and avoid last-minute problems with food, cables, weather or transport.

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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
Check the venue and grounds
2 people
Check permits and notifications
Map out power outlets
2 people
Reserve suppliers
Recruit volunteers
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program online
Create floor plan
Reserve lighting equipment
Determine catering quantities
2 people
Reserve tables and chairs
Check the weather forecast
Create the volunteer schedule
Prepare safety instructions
2 people
Share route and parking information
Check the shopping list
2 people
Do non-perishable shopping
2 people
Collect lighting equipment
2 people
Count stock and materials
2 people
Buy fresh groceries
2 people
Test light strings
2 people
Charge batteries
Prepare snacks
4 people
Make signs and wayfinding
2 people
Bring materials to the venue
3 people
Cordon off the area
2 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
Lay power cables
3 people
Cover cables safely
2 people
Hang string lights
4 people
Place lanterns
3 people
Distribute LED candles
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering counter
3 people
Chill drinks
2 people
Set out snacks
3 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Check toilets
2 people
Carry out a safety check
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Explain the program
Lead the light workshop
3 people
Supervise children's activities
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Guide the light walk
4 people
Switch on the lighting installations
2 people
Guide the light show
3 people
Hand Out Candles
2 people
Staff the photo booth
Empty waste stations
2 people
Check toilets periodically
Inform visitors about departure
2 people
Turn off lighting installations
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect tableware
3 people
Package food safely
2 people
Clear away drinks
2 people
Remove decorations
3 people
Take down string lights
4 people
Dismantle furniture
4 people
Collect waste
3 people
Clean the grounds
3 people
Wash dishes
3 people
Check materials
2 people
Return materials
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Beer tablesqty 4
Folding chairsqty 100
High tablesqty 6
Tableclothsqty 14
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 150
Dessert platesqty 100
Knivesqty 120
Forksqty 120
Spoonsqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 6
Insulated beverage dispensersqty 4
Aluminum traysqty 12
Food storage containersqty 10
Serving spoonsqty 8

Equipment

Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 4
Cable matsqty 20
LED floodlightsqty 8
Bluetooth speakersqty 2
Microphone
Microphone stand
Charging stationsqty 4

Lighting

LED string lightsqty 20
LED lanternsqty 30
LED candlesqty 120
Light-up wristbandsqty 150
Flashlightsqty 8
Spare batteriesqty 40

Decorations

Paper lanternsqty 40
Light drapesqty 6
Decorative ribbonsqty 10
Balloonsqty 100
Photo frame
Chalkboardsqty 8
Directional signsqty 12
Name badgesqty 30
Ropeqty 4
Cable tiesqty 200
Duct tapeqty 6

Cleaning

Waste binsqty 10
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Map every power outlet before booking lighting equipment, then note which extension cords, power strips and cable reels serve each area. Keep cables away from walkways and mark crossings clearly.
Set a deadline for dietary requirements at least 7 days before the festival. Use the final registration count to calculate food, plates, cups and serving equipment rather than relying on estimates.
Publish the programme, route and parking information at least 3 days before the event. Include arrival times, accessible routes and any changes caused by the venue layout.
Create the volunteer schedule with named shifts, contact details and break times at least 5 days in advance. Give every shift a short safety briefing and identify who handles equipment, catering and visitor questions.
Do the final equipment check on the day before setup: test every light string, charge all batteries, count tables and chairs, and separate fresh groceries from non-perishable supplies. Check the weather forecast again before placing tents and outdoor furniture.

Frequently asked questions

How far in advance should I organise a lights festival?: Start at least 8 to 12 weeks before the festival. Set the date and programme first, then allow time for venue checks, permits, supplier bookings, volunteer recruitment and registrations.
When should I check permits for a lights festival?: Check permit and notification requirements as soon as the venue and date are known, preferably 8 weeks in advance. Some applications or notifications may need to be submitted several weeks before the event.
How many volunteers do I need for a lights festival?: Make a shift plan at least 5 days before the event and assign separate cover for setup, catering, visitor questions, safety and cleanup. Add at least one reserve person per major shift so a late cancellation does not leave an area unattended.
When should I test the lights and charge batteries?: Test light strings and charge batteries on the day before setup, then repeat a quick function check before visitors arrive. Keep spare batteries and a clear record of which lights connect to each power outlet.

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.