Lights Night checklist: what to arrange and when

A Lights Night needs more than candles and string lights. Start with the date, programme and venue, then move through invitations, registrations, dietary requirements and visitor information. In the final days, check the lighting, tableware, shopping list, deliveries and weather forecast. On the day itself, allow time to open the venue, arrange tables and chairs, set up reception and catering areas, and prepare drinks, coffee and snacks before guests arrive.

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
Arrange the venue and space
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send visitor information
Assign volunteers
2 people
Check candles and string lights
2 people
Check tableware stock
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare name badges
Print the program and signage
Check the weather forecast
Receive deliveries
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the catering table
3 people
Set up coffee station
2 people
Set out drinks
2 people
Arrange snacks on platters
3 people
Fill lanterns
3 people
Hang string lights
3 people
Set up battery lighting
2 people
Safely distribute candles
2 people
Hang decorations
3 people
Set up signage
2 people
Test sound system
2 people
Conduct a safety check
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out lights
3 people
Light candles
4 people
Switch on the string lights
2 people
Lead the candlelight moment
2 people
Provide music
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check candles
2 people
Inform visitors of departure time
Wave goodbye to visitors
2 people

Aftercare

Extinguish candles
4 people
Turn Off String Lights
2 people
Collect lanterns
3 people
Collect tableware
3 people
Store leftovers safely
2 people
Clear tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Clean equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Stoolsqty 6
Coat racksqty 2

Lighting

String lightsqty 12
Battery lanternsqty 30
LED tea lightsqty 100
Candle lanternsqty 30
Spare batteriesqty 40
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8

Equipment

Bluetooth speakerqty 2
Microphone
Laptop
Charging stationsqty 2
Hand truck
Fire extinguisherqty 2
First aid kit

Tableware

Reusable cupsqty 100
Coffee cupsqty 80
Platesqty 100
Pastry forksqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Coolersqty 4
Ice cube traysqty 4
Kettlesqty 3
Coffee machinesqty 2

Decorations

Colorful lanternsqty 40
Table runnersqty 8
Welcome sign
Name badgesqty 100
Directional signsqty 8
Ropeqty 4
Cable tiesqty 100
Tapeqty 6
Scissorsqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the programme and venue before sending invitations. Keep time for registration processing and dietary requirements, then send visitor information once the practical details are confirmed.
Check every light source before the event, including string lights, battery lanterns, LED tea lights and candle lanterns. Test extension cords and power strips, and keep spare batteries available rather than discovering failures during setup.
Do the shopping after checking existing tableware stock. Count reusable cups, coffee cups, plates, cutlery sets, serving utensils, thermos flasks and water jugs so missing items can be added before delivery day.
Prepare the room in a fixed order: tables and chairs first, then the reception table, catering table and coffee station. Put out drinks only after the main paths and serving areas are clear.
Schedule a final weather check and delivery check on the day before the event. Keep the first aid kit, fire extinguisher, cable mats and charging stations accessible instead of packing them behind furniture or supplies.

Frequently asked questions

How far in advance should I send Lights Night invitations?: Send invitations as soon as the date, programme and venue are confirmed, ideally at least 3 to 4 weeks before Lights Night. Set a registration deadline several days before the event so dietary requirements and visitor information can be processed.
When should I check the lights for Lights Night?: Test string lights, lanterns and LED tea lights 1 to 2 days beforehand, including batteries, extension cords and power strips. Do a quick second check while setting up, before guests enter.
How long does Lights Night setup take?: Allow at least 2 to 3 hours for a full setup with tables, chairs, reception, catering, coffee, lighting, signage and drinks. Add extra time if deliveries arrive on the event day or volunteers need instructions.
When should drinks and snacks be prepared for Lights Night?: Chill drinks several hours before guests arrive and prepare snacks after the shopping and dietary checks are complete. Set out drinks and finish the coffee station during the final 30 to 45 minutes of setup.

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.