Lights Night checklist: what to arrange and when

Lights Night needs more than lanterns and string lights. You need a confirmed venue, a clear programme, working lighting, safe walkways, food information and enough people to handle setup and arrivals. This checklist takes you from the first arrangements to the final checks on the day. It also highlights details that are easy to leave until the last minute, such as charging batteries, marking allergens and preparing for bad weather.

Organize this event for free with Lizzt

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
Make reservations
Confirm suppliers
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Send program to attendees
Check the weather forecast
Prepare bad weather plan
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Chill drinks
2 people
Prepare snacks
4 people
Clearly mark allergens
2 people
Test the lights
2 people
Check lanterns
2 people
Charge batteries
Bring materials to the venue
4 people
Cordon off the area
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
6 people
Set up buffet tables
3 people
Set up the drink tables
2 people
Set out tableware
2 people
Display snacks
3 people
Set up the coffee and tea station
2 people
Hang lighting
4 people
Hang lanterns
4 people
Install candle-free light points
3 people
Mark out the route
2 people
Place waste stations
2 people
Set up music
2 people
Conduct a safety check
2 people
Set up information table
2 people
Brief volunteers
3 people

Event

Welcome guests
4 people
Check off registrations
2 people
Explain the program
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Hand out lights
3 people
Supervise children's activities
4 people
Staff the photo booth
2 people
Provide music
Guide the candlelight route
4 people
Announce the light moment
Lead the candlelight moment
4 people
Serve hot drinks
3 people
Serve the final appetizers
2 people
See off guests
3 people

Aftercare

Turn off lights
3 people
Chill leftover food
2 people
Collect waste
4 people
Clear tables and chairs
5 people
Take down decorations
3 people
Gather lights and cables
4 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the grounds
4 people
Return materials
4 people
Return rented items
2 people
Empty and clean coolers
2 people
Charge reusable lights
Handle the deposit and keys
Collect lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
Folding chairsqty 100
Beer tablesqty 4
High tablesqty 6
Buffet tablesqty 4
Stoolsqty 12
Tableclothsqty 14
Coat racksqty 3

Tableware

Reusable platesqty 120
Reusable bowlsqty 120
Reusable glassesqty 160
Coffee cupsqty 80
Tea glassesqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 16
Serving plattersqty 20
Serving traysqty 8

Decorations

Lanternsqty 120
Paper garlandsqty 20
Glowing starsqty 20
Table decorationsqty 14
Welcome sign
Program boardsqty 6
Directional signsqty 12
Name badgesqty 120

Lighting

LED string lightsqty 18
LED lanternsqty 24
LED tea lightsqty 160
Battery lampsqty 12
Extension cordsqty 10
Power stripsqty 8
Spare batteriesqty 80

Equipment

Bluetooth speakersqty 2
Microphone
Microphone stand
Music player
Coolersqty 6
Hot boxesqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Scissorsqty 4
Thermos flasksqty 6
Ice spoonsqty 4
Portion tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Ice packsqty 24

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Test every lantern and LED string light at least 3–5 days before Lights Night, then charge or replace batteries after the test. Pack a small reserve of charged batteries with the equipment.
Send the programme to attendees no later than 3–5 days before the event. Include arrival details, directions, the latest end time and any changes caused by weather or the venue.
Collect dietary requirements when registrations are processed, then mark allergens clearly at the buffet. Do this before preparing snacks so labels are ready when the food is served.
Check the weather forecast 48 hours before Lights Night and decide when to activate the bad-weather plan. If tents are needed, confirm that they fit the available grounds and can be secured safely.
Bring non-perishable supplies, tables, signs and lighting to the venue before setup begins. Set up directional signs, the welcome sign and programme boards before guests arrive, not during registration.

Frequently asked questions

How far in advance should I plan a Lights Night?: Set the date, check the venue and review permits at least 6–8 weeks before the event. Make reservations and confirm suppliers before sending invitations. Leave the final weather and equipment checks for the last 48 hours.
When should I send Lights Night invitations?: Send invitations once the date, venue and basic programme are confirmed, ideally 4–6 weeks ahead. Close or review registrations several days before the event so you can assign volunteers and prepare food for the final numbers.
How many drinks do I need for Lights Night?: For the first hour, plan on 2–3 drinks per person, then adjust for the expected length and guest mix. Chill the drinks on the day and keep extra non-chilled supplies ready for later.
What should I check on the day of Lights Night?: Test the lights, check lanterns, confirm that batteries are charged and make sure walkways or restricted areas are clearly marked. Finish tables, signs, food labels and drink chilling before guests arrive.

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.