What to buy for a Lights Night

A Lights Night needs more than drinks and decorations. You need enough lighting for the route, safe power distribution, serving equipment, and clear signs so guests can find their way. This shopping list covers the practical items for tables, food and drinks, lighting, sound, and information points. Check quantities against your guest count, route length, and available power outlets before you shop.

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What to bring

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

Furniture

Party tentsqty 2
Beer tablesqty 8
Foldable tablesqty 4
Folding chairsqty 50
Bar stoolsqty 6
Tableclothsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 120
Bowlsqty 40
Cutlery setsqty 120
Serving plattersqty 12
Serving jugsqty 6
Thermos flasksqty 4

Decorations

Paper lanternsqty 80
Decorative pennantsqty 8
Table decorationsqty 12
Route arrowsqty 20
Information boardsqty 6
Chalkboardsqty 3

Lighting

LED string lightsqty 12
LED lanternsqty 30
LED tea lightsqty 150
Flashlightsqty 6
Spare batteriesqty 60

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12
Serving tongsqty 8
Measuring cupsqty 2

Cleaning

Waste binsqty 8
Broomsqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning glovesqty 8
Dishpanqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 4 boxes
- Cocoa powder - 1 pack
- Sugar - 2 packs
- Milk - 8 liters
- Oat milk - 4 liters
- Lemon tea - 2 boxes
- Herbal tea - 2 boxes
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 10 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- Red wine - 8 bottles
- White wine - 6 bottles
- Mulled wine - 12 liters
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 5 bags
- Party nuts - 5 bags
- Popcorn - 4 bags
- Cheese cubes - 4 kilo
- Diced young cheese - 3 kilo
- Brie - 1 kilo
- Grapes - 4 kilos
- Apples - 5 kilo
- Mandarins - 4 kilo
- Cucumbers - 6 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 12 pieces
- Hummus - 10 tubs
- Cream cheese - 8 tubs
- Baguettes - 12 pieces
- Bread rolls - 80 pieces
- Butter - 2 kilos
- Herb butter - 12 tubs
- Mini wraps - 120 pieces
- Chicken breast slices - 2 kilos
- Mild cheese slices - 2 kilos
- Vegetarian spreads - 12 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salt - 1 pack
- Pepper - 1 can
- Paprika powder - 1 can
- Olive oil - 1 bottle
- Lemon juice - 2 bottles
- Ice cubes - 12 bags
- Napkins - 500 pieces
- Paper straws - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Trash bags - 4 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Dish soap - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Paper hand towels - 6 packs
- Cooling elements - 12 pieces

Tips

Plan one reusable cup per guest plus 10% extra, and add separate coffee cups, plates, bowls, and cutlery if you are serving snacks or hot drinks. Extra cups prevent a shortage when guests leave them on tables or along the route.
Use at least two light sources at each information or serving point: for example, LED string lights with LED lanterns or tea lights. Count route sections separately so dark stretches do not appear between decorated areas.
Check every extension cord, power strip, and light before shopping day. Bring spare batteries and flashlights as a backup, especially for route signs, outdoor tables, and areas that are not close to a power outlet.
For drinks, provide serving jugs and thermos flasks where guests need self-service. Chill drinks before the event and leave enough refrigerator or cool-box space for the first refill, rather than buying everything at the last minute.
Buy or gather route arrows, information boards, and chalkboards early enough to label entrances, stops, toilets, and the return route. Pack tape, markers, and spare sign material with the decorations, even when they are not part of the main display.

Frequently asked questions

How many reusable cups do I need for a Lights Night?: Use one cup per expected guest and add 10% extra. For 50 guests, prepare at least 55 reusable cups, plus coffee cups if hot drinks are served.
How much lighting is needed for a Lights Night route?: Plan a light source for every route section, entrance, table area, and information point. Check the full route at least 3 days beforehand after dark and add LED lanterns or flashlights wherever there is a dark gap.
When should I buy the Lights Night supplies?: Buy non-perishable decorations, tableware, batteries, extension cords, and signs at least 1 week ahead. Buy or chill drinks and prepare snacks no later than the day before, depending on their shelf life.
How many spare batteries and flashlights should I bring?: Bring at least one flashlight for every two organisers working outdoors, with a minimum of two. Pack one spare battery set for every battery-powered light and check them 1 day before the event.

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