Lights Night shopping list

This Lights Night shopping list covers the supplies people most often forget: enough reusable tableware, safe lighting, signs and weather-ready shelter. Plan quantities from your guest count, then add a small buffer for breakages, spills and late arrivals. Drinks should be chilled before setup, while lanterns, LED string lights and batteries need testing before they go to the venue. Keep food, serving equipment and allergen labels together so the buffet can be set up quickly.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea bags - 200 pieces
- Herbal tea - 40 bags
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- White wine - 8 bottles
- Red wine - 6 bottles
- Mulled wine - 12 liters
- Chocolate milk - 8 liters
- Whipped cream - 12 cans
- Marshmallows - 2 kilos
- Apples - 8 kilos
- Pears - 5 kilo
- Grapes - 4 kilos
- Mandarins - 5 kilos
- Bananas - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Party snacks - 4 kilos
- Snacks - 4 bags
- Popcorn - 3 kilos
- Cookies - 8 packs
- Speculaas - 6 packs
- Brownies - 100 pieces
- Mini muffins - 100 pieces
- Currant buns - 80 pieces
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1 kilo
- Hummus - 2 kilos
- Herb cheese - 1 kilo
- Young cheese - 3 kilos
- Brie - 2 kilos
- Ham - 2 kilos
- Chicken breast topping - 2 kilos
- Vegetarian spreads - 2 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Mixed salad - 2 kilos
- Grape juice - 6 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Peanut butter - 2 jars
- Jam - 3 jars
- Honey - 2 jars
- Salt - 1 pack
- Pepper - 1 can
- Cinnamon - 1 jar
- Star anise - 1 sachet
- Cloves - 1 jar
- Vanilla sugar - 2 sachets
- Croutons - 2 bags
- Baguettes - 30 pieces
- Napkins - 500 pieces
- Paper cups - 300 pieces
- Stirrers - 300 pieces
- Ice cubes - 20 kilo
- Storage containers - 30 pieces
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 80 pcs
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant - 2 bottles
- Hand gel - 4 bottles
- Tissues - 12 boxes

Tips

Count one plate, bowl, glass, knife, fork and spoon per guest, then add 10% extra. For a group of 50, that means 55 of each item.
Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Chill the first batch before guests arrive and keep reserve drinks accessible.
Use at least two light sources per main activity area, such as LED string lights plus lanterns. Test every light and charge or replace batteries at least one day before Lights Night.
Prepare one serving spoon or pair of tongs for each buffet dish, plus two extra serving trays for refilling. Put allergen labels beside dishes before the first guest serves themselves.
Allow one tablecloth per table and keep 10% spare seating where possible. Arrange party tents, signs and coat racks before darkness, when moving furniture and checking directions becomes harder.

Frequently asked questions

How much tableware do I need for Lights Night?: Allow one complete place setting per guest and add 10% extra. For 50 guests, prepare 55 plates, bowls, glasses, knives, forks and spoons, plus enough coffee cups and tea glasses for the hot drinks service.
How many drinks should I buy for Lights Night?: Plan two to three drinks per person for the first hour, followed by one drink per person for every extra hour. Buy or bring the first chilled batch at least 2 hours before guests arrive so it is ready for serving.
How many lights and lanterns do I need for Lights Night?: Use two separate light sources for each main area, such as one LED string light set and lanterns. Test all lights and charge batteries at least 24 hours beforehand, with spare batteries packed separately.
What should I arrange before Lights Night starts?: Set up tables, seating, tents, coat racks, welcome and directional signs before it gets dark. Finish the main setup at least 60 minutes before arrival time, leaving the final 15 minutes for drinks, food and lighting checks.

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