Lights Night planning checklist

A Lights Night needs more than lanterns and string lights. You must arrange the route, venue, power supply, permits, volunteers and registrations before you start decorating. This checklist puts the work in a practical order, from choosing the date and confirming the programme to checking batteries, preparing signs and chilling drinks. Use it to see what needs booking early and what can wait until the final week.

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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
Determine the venue and route
2 people
Check permits
Reserve venue
Check power outlets
2 people
Reserve suppliers
Design invitations
Send invitations
2 people
Open registrations
Distribute neighborhood letter
3 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Check the weather forecast
Confirm the program
2 people
Prepare route signs
2 people
Make name badges
2 people
Check the lights
3 people
Check batteries
2 people
Work out table arrangement
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Sort decorations
2 people
Collect materials
3 people
Check the venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Lay out power cables safely
2 people
Hang string lights
4 people
Place lanterns
3 people
Mark the route with lights
3 people
Set up info table
2 people
Set up the catering table
3 people
Set out coffee and tea
2 people
Display snacks
3 people
Place waste stations
2 people
Test sound system
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Hand out lights
3 people
Supervise children's activity
3 people
Supervise the craft table
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Guide the candlelight route
4 people
Operate the music
Check candles and lights
2 people
Inform visitors
2 people
Announce the final round
Wave goodbye to visitors
3 people

Aftercare

Turn Off String Lights
2 people
Clear away snacks and drinks
3 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Foldable tablesqty 4
Folding chairsqty 50
Bar stoolsqty 6
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Bowlsqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 4

Decorations

Paper lanternsqty 80
Decorative pennantsqty 8
Table decorationsqty 12
Route arrowsqty 20
Information boardsqty 6
Chalkboardsqty 3

Lighting

LED string lightsqty 12
LED lanternsqty 30
LED tea lightsqty 150
Flashlightsqty 6
Spare batteriesqty 60

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving tongsqty 8
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 8
Dishpanqty 2

Catering

Groceries

Tips

Set the route, venue and programme before sending invitations. Check permits and power outlets at the same time, because both can affect where lights, information boards and tables can go.
Reserve suppliers and key equipment early, especially party tents, tables, chairs, a microphone and extension cords. Confirm the booking again before the event rather than assuming everything is still available.
Close registrations early enough to process names and dietary requirements. Use the final number to plan seating, reusable cups, plates, snacks and drinks instead of shopping from an estimate.
Test every light and battery before the event, including LED string lights, lanterns, tea lights and flashlights. Put spare batteries with the equipment, not in a separate storage box that volunteers may not find.
Complete the outdoor setup in stages: prepare route signs and name badges first, then arrange tables and decorations, and chill drinks and prepare snacks close to the start time. Check the weather forecast before deciding how to use party tents.

Frequently asked questions

How far in advance should I start planning a Lights Night?: Start at least 6 to 8 weeks before the event. Set the date, route and programme first, then arrange permits, the venue, suppliers, invitations and registrations.
When should I send Lights Night invitations?: Send invitations about 4 weeks before the event and keep registrations open for roughly 2 weeks. This leaves time to process responses, collect dietary requirements and assign volunteers.
How many volunteers do I need for a Lights Night?: Plan on at least 1 volunteer for every 10 to 15 participants, plus separate people for route guidance, registration, refreshments and equipment. Confirm the final allocation during the last week.
When should I check the lights and batteries?: Do a full lighting check 3 to 5 days before Lights Night, then repeat a quick check on the day itself. Test spare batteries and pack flashlights with the lights and power equipment.

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.