What you need for a Lights Night

A Lights Night needs more than decorative lights. Plan the complete route, gathering area and refreshment point so guests can move safely and volunteers can keep everything running. Check every light before the event, bring spare batteries and keep cables covered where people walk. This list also covers the practical equipment that is easy to forget, from power distribution and cable mats to seating, sound equipment and weather protection.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Hot chocolate - 3 liters
- Milk - 8 liters
- Oat milk - 3 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 4 crates
- Alcohol-free beer - 2 crates
- Red wine - 6 bottles
- White wine - 6 bottles
- Sparkling wine - 3 bottles
- Sandwiches - 120 pieces
- Baguettes - 12 pieces
- Butter - 1 kilo
- Hummus - 10 tubs
- Herb cream cheese - 8 tubs
- Young cheese - 3 kilos
- Brie - 1.5 kilos
- Vegetarian spreads - 10 containers
- Cucumbers - 10 pieces
- Cherry tomatoes - 2 kilos
- Bell peppers - 12 pieces
- Grapes - 4 kilos
- Apples - 60 pieces
- Mandarins - 60 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted peanuts - 4 bags
- Cocktail nuts - 4 bags
- Salted breadsticks - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Satay sauce - 3 jars
- Soup - 20 liters
- Soup vegetables - 4 kilos
- Vermicelli - 2 packs
- Croutons - 4 bags
- Herb butter - 10 tubs
- Mini sausages - 6 kilo
- Vegetarian snacks - 6 kilos
- Puff pastry snacks - 8 boxes
- Mini pizzas - 8 boxes
- Bitterballen - 6 kilos
- Vegan bitterballen - 3 kilo
- Apple pie - 6 pies
- Brownies - 6 trays
- Cookies - 8 packs
- Whipped cream - 6 cans
- Cinnamon - 2 jars
- Chili sauce - 2 bottles
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Coffee filters - 2 packs
- Teaspoons - 100 pieces
- Food gloves - 2 boxes
- Aluminium trays - 50 pieces
- Storage containers - 30 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 2 bottles
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Compostable trash bags - 50
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer gel - 6 bottles

Tips

Test every string light, lantern, light arch and LED tea light at least one day before the event. Keep spare battery sets and power banks together in one clearly labelled box.
Count power outlets before buying or borrowing equipment. Use extension cords, cable reels, power strips and cable mats so lighting and sound do not share unsafe or exposed connections.
For a route-based event, take at least one flashlight per route team and mark crossings, turns and volunteer positions before guests arrive. Keep the route map and neighbour communication details at the welcome point.
Set up a separate drinks and snack station with coolers, buffet tables and tablecloths. Chill drinks several hours ahead and keep extra napkins, serving supplies and waste bags at the station rather than in storage.
Check the weather forecast twice: once the day before and again on the morning of Lights Night. Party tents, folding chairs and high tables need a planned layout, and weather messages should be ready before guests start asking.

Frequently asked questions

What should I buy for a Lights Night?: Plan lighting, spare batteries, flashlights, power equipment, sound equipment, route-marking materials, seating, tables, decorations, drinks, snacks and waste supplies. Check the full shopping list against the venue and route at least 48 hours before the event.
How many lights do I need for a Lights Night?: The number depends on the route length, gathering area and available power. Make a lighting plan by zone, then add spare battery sets and at least one flashlight for every volunteer team before shopping.
When should I test the Lights Night equipment?: Test all lights, batteries, cables, microphones and the speaker at least 24 hours beforehand. Do a second power and sound check 60 to 90 minutes before guests arrive.
What do I need for a Lights Night in bad weather?: Prepare party tents, weather communication and a revised layout at least one day in advance when rain or wind is forecast. Keep seating and electrical equipment under cover, and protect every cable that crosses a walking route.

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.