Lights Night checklist: what to arrange and when

A Lights Night needs more than lanterns and a playlist. You need a confirmed route, safe power supply, tested lighting, volunteers in the right places and a clear plan for changing weather. Start with the site and permits, then organise registrations, suppliers and equipment before preparing food and drinks. This checklist gives you a practical order for the 81 tasks and 76 items in the plan, so small details are not left until the final evening.

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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

Confirm date and location
2 people
Check permits
Check power outlets
2 people
Create site map
2 people
Reserve suppliers
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Create the program
2 people
Assemble the music playlist
Determine the route for the light walk
3 people
Inform Neighbors About the Route
2 people
Inventory materials
2 people
Reserve tables and chairs
Reserve coolers
Arrange waste collection
Check the weather forecast
Prepare weather communication
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Test the lights
2 people
Test sound equipment
2 people
Prepare route signs
2 people
Make name badges for volunteers
Check first aid supplies
Set up the cash register and change
2 people

Event

Cordon off the area
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Lay out power cables safely
3 people
Hang arch lights and string lights
4 people
Place LED lanterns
3 people
Hang up decorations
3 people
Set up the buffet
3 people
Set up the drink tables
2 people
Set up the coffee and tea station
2 people
Set up sound system
2 people
Test microphone
Set up the registration table
2 people
Put up route signs
3 people
Check toilets
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Hand out lights
3 people
Check off registrations
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Guide the lantern walk
6 people
Staff traffic points
4 people
Provide music
Operate the light show
Handle announcements
Empty trash bins
2 people
Clean the toilets in between
2 people
Collect lost and found items
Announce the final round
See visitors out
4 people

Aftercare

Turn Off String Lights
2 people
Collect Lights
3 people
Clear the buffet
3 people
Collect tableware
3 people
Collect waste
3 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Pack up the sound system
2 people
Remove power cables
3 people
Clean the grounds
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Store materials
3 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Handle lost and found
Store remaining non-perishable products
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 80
High tablesqty 4
Buffet tablesqty 3
Bar stoolsqty 8
Tableclothsqty 12
Clothes racksqty 2

Lighting

LED lanternsqty 120
LED tea lightsqty 180
String lightsqty 12
Light archesqty 4
Battery setsqty 40
Flashlightsqty 8

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Mixer
Microphone standsqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Cable matsqty 12
Power banksqty 6

Decorations

Paper lanternsqty 40
Buntingqty 8
Balloonsqty 100
Decorative ribbonsqty 12
Chalkboardsqty 6
Clothespinsqty 100
Rope rollsqty 4
Route signsqty 10
Directional signsqty 8
Barrier tapeqty 4

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 100
Small platesqty 100
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Coolersqty 6
Ice cubesqty 12
Kettlesqty 3
Coffee machinesqty 2
Thermometerqty 2
Aluminum foilqty 4
Cling filmqty 4
Bread knivesqty 2

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 4
Mopsqty 4
Glovesqty 12
Trash bag holdersqty 6

Safety

First aid kitsqty 2
Reflective vestsqty 12
Fire extinguishersqty 2
Non-slip matsqty 8

Registration

Registration tablesqty 2
Cash register
Cash box
Pensqty 20
Name badgesqty 30
Clipboardsqty 6
Wristbandsqty 150
Change boxesqty 2

Catering

Groceries

Tips

Confirm the route, location and power points before ordering equipment. Mark where tents, tables, the light arches and cable runs will go, then use cable mats wherever people may cross them.
Test every type of lighting at least 3 days before Lights Night, including LED lanterns, string lights, battery sets and paper lanterns. Charge power banks and keep torches available for route marshals.
Set a volunteer rota with named cover for registration, the light walk, refreshments and pack-down. Aim to have the first team on site 2 hours before guests arrive so tables, lights and sound can be checked calmly.
Send the weather message no later than the morning of the event, with a second update if the forecast changes. Decide in advance whether tents, the route or the start time need adjusting for rain or wind.
Buy drinks and snacks after registration numbers and dietary requirements are confirmed, then chill drinks several hours before opening. Keep a reserve supplier and spare extension cords, batteries and power strips rather than relying on one setup.

Frequently asked questions

How far in advance should I plan a Lights Night?: Start the main planning 6 to 8 weeks before the event. Confirm the date, location, permits, route and suppliers first, then send invitations and process registrations.
When should I test the Lights Night lighting?: Test all lights and battery sets at least 3 days beforehand, and run a final power check on the event day. This gives you time to replace batteries, move cables or add lighting to dark sections of the route.
How many volunteers do I need for a Lights Night?: For a small event, plan at least 1 volunteer for registration, 2 for the light walk, 2 for refreshments and 2 for setup and pack-down. Add cover for breaks and increase the number when the route has several entry points.
When should drinks be chilled for Lights Night?: Put drinks in coolers at least 4 hours before guests arrive, or the evening before when storage allows. Check quantities after registrations close and keep a separate reserve for the final hour.

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.