What to buy for a Lights festival

A Lights festival needs more than lights: guests also need somewhere to sit, eat, drink and move safely after dark. This shopping list covers the practical supplies behind the plan, from reusable cups and serving equipment to coolers, coffee gear and power connections. Buy shelf-stable items early, then handle fresh groceries and chilled drinks shortly before the event. Count everything when it arrives and test light strings and charged batteries before guests arrive.

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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
- Coffee - 3 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 8 crates
- Spa Red - 3 crates
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 3 cases
- Lemonade syrup - 3 bottles
- Ice cubes - 20 kilo
- Ice lollies - 100 pieces
- Baguettes - 12 pieces
- Mini bake-off rolls - 100 pieces
- Butter - 4 packs
- Hummus - 10 tubs
- Herb cream cheese - 8 tubs
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Smoked meat - 1 kilo
- Smoked chicken - 1 kilo
- Peanut butter - 2 jars
- Jam - 2 jars
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 3 kilos
- Celery - 4 heads
- Grapes - 4 kilos
- Apples - 50 pieces
- Bananas - 30 pieces
- Strawberries - 2 kilos
- Lemons - 12 pieces
- Mixed nuts - 2 kilos
- Raisins - 1 kilo
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 8 bags
- Popcorn - 5 bags
- Salted breadsticks - 5 bags
- Mini pretzels - 5 bags
- Olives - 6 jars
- Pickles - 4 jars
- Tzatziki - 6 containers
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Chili sauce - 2 bottles
- Honey - 1 jar
- Salt - 1 tin
- Pepper - 1 can
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Olive oil - 1 bottle
- Cocktail picks - 5 boxes
- Napkins - 500 pieces
- Baking paper - 3 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Cleaning product - 4 bottles
- Dish soap - 3 bottles
- Sponges - 12 pieces
- Toilet paper - 24 rolls
- Towel rolls - 8 rolls
- Hand sanitizer - 6 bottles
- Paper tissues - 10 packs

Tips

Plan around your guest count, then add about 10% extra reusable cups, plates and cutlery so a dropped or misplaced item does not interrupt service.
Keep coffee and hot-water supplies separate from cold drinks: prepare coffee machines, kettles and thermos flasks before doors open, while coolers handle chilled stock.
Buy non-perishable food, napkins and disposable backup supplies several days ahead; leave fresh groceries and other chilled items until 1 day before the festival.
Map every light string to a power outlet before setup. Use cable reels, extension cords and power strips only where they can be secured and kept clear of walking routes.
Charge batteries and test every light string on the day before the festival. Count lighting equipment, serving platters and tableware again after collection so nothing is left behind.

Frequently asked questions

How many reusable cups do I need for a Lights festival?: Allow 2 reusable cups per guest for a short event, or 3 per guest if drinks are served for several hours. Add roughly 10% extra for loss, spills and guests using a second cup.
When should I buy food for a Lights festival?: Buy non-perishable groceries 3 to 7 days ahead. Buy fresh and chilled food no earlier than 1 day before the festival, and keep it cold until serving.
How much lighting equipment and cable do I need?: Measure the actual routes before buying or collecting equipment, then add about 10% extra cable length. Test all light strings at least 1 day before the event and charge batteries fully.
How many tables and chairs should I get for a Lights festival?: Base the quantity on the floor plan and the number of seated guests, then keep a small buffer of about 10% where possible. Confirm the final count when the furniture is delivered, preferably 1 to 2 days before setup.

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