Lights Night shopping list: what to buy and bring

A Lights Night needs more than candles and string lights. Plan drinks, snacks, serving items and practical equipment for the reception, coffee station and catering table. Count reusable cups, plates and cutlery against your guest list, then add a small reserve for breakages and extra servings. Check batteries, extension cords and cable mats before shopping, because lighting problems are harder to fix once guests arrive.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 packs
- Mints - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Tea bag holder - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 60 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 8 bottles
- White wine - 8 bottles
- Alcohol-free wine - 4 bottles
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 120 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Herb butter - 8 tubs
- Mild cheese - 3 kilograms
- Brie - 2 kilograms
- Cooked ham - 2 kilograms
- Smoked chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Bell peppers - 12 pieces
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Grapes - 4 kilograms
- Apples - 40 pieces
- Mandarins - 40 pieces
- Olives - 8 jars
- Pickles - 4 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Salted crackers - 8 packs
- Rice cakes - 6 packs
- Mini muffins - 120 pieces
- Apple pie - 6 pies
- Whipped cream - 8 cans
- Gluten-free crackers - 4 packs
- Gluten-free cookies - 4 packs
- Vegan spreads - 8 tubs
- Nut-free cookies - 6 packs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 300 pieces
- Stir sticks - 200 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 4 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 4 packs
- Nitrile gloves - 4 boxes

Tips

For drinks, allow two to three servings per person for the first hour, then one to two servings per person for each additional hour. Chill the drinks before the venue opens and keep water jugs easy to reach.
Match tableware to your confirmed registrations: provide one reusable cup, coffee cup, plate and cutlery set per guest, plus about 10% extra. Add enough pastry forks for every planned dessert or pastry serving.
Count lighting by the areas guests will use, not just by the room. Check every string light, lantern and LED tea light in advance, and buy spare batteries for each battery-powered item.
Buy serving platters, tongs and cutting boards before the food arrives. Two serving tongs per buffet dish and at least one cutting board for preparation prevents queues at the catering table.
Test the speaker, microphone, laptop and charging stations at least one day before Lights Night. Pack extension cords, power strips and cable mats together, and keep the first aid kit and fire extinguisher accessible rather than in a storage box.

Frequently asked questions

How many cups and plates do I need for Lights Night?: Plan one reusable cup, coffee cup, plate and cutlery set per registered guest, then add 10% extra. For 50 guests, that means at least 55 of each item where applicable.
How many drinks should I buy for Lights Night?: Allow two to three drinks per person during the first hour and one to two per person for every hour after that. For 50 guests over three hours, plan roughly 200 to 350 servings, including water and non-alcoholic options.
When should I buy and chill the drinks?: Do the main shopping one to two days before the event and chill drinks on the day itself, ideally four to six hours before guests arrive. Keep a separate supply available for volunteers and late arrivals.
How many spare batteries do I need for Lights Night lighting?: Check the battery type and quantity for every lantern and LED tea light before shopping. Keep at least one complete replacement set per battery-powered lighting group, plus 10% extra for faulty or depleted batteries.

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