What to Bring for a Lights Walk

A lights walk needs more than lanterns along the route. You will also need clear route markers, spare power, a simple check-in setup and safety equipment for dark sections. This shopping list covers the items that are easy to underestimate, especially batteries, extension leads, visibility gear and serving supplies. Check the route and weather before buying perishables, and test every light before the equipment leaves for the starting location.

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What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Chairsqty 12
Tableclothsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Tea glassesqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Lighting

LED lanternsqty 30
LED tea lightsqty 150
String lightsqty 8
Headlampsqty 12
Spare batteriesqty 40

Equipment

Kettlesqty 3
Extension cordsqty 6
Power stripsqty 4
Coolersqty 4
Walkie-talkiesqty 8
Megaphonesqty 2

Route and safety

Route arrowsqty 40
Barrier tapeqty 4
High-visibility vestsqty 12
First aid kitsqty 2
Flashlightsqty 8
Emergency blanketsqty 10

Decorations

Light-up wristbandsqty 150
Table lanternsqty 8
Chalkboardsqty 4

Catering

Thermos flasksqty 8
Hot holding containersqty 4
Serving plattersqty 8
Pliersqty 6
Water jugsqty 6
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Whipped cream - 6 cans
- Cookies - 8 packs
- Apple pie - 6 pieces
- Mini muffins - 150 pieces
- Mini currant buns - 100 pieces
- Unsalted butter - 2 packs
- Jam - 3 jars
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Spa Blauw - 12 bottles
- Sparkling water - 6 bottles
- Lemons - 2 kilos
- Mandarins - 6 kilos
- Apples - 6 kilos
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Snack mix - 4 bags
- Mixed nuts - 3 bags
- Napkins - 500 pieces
- Stirrers - 300 pieces
- Paper straws - 150 pieces
- Coffee filters - 2 packs
- Ice cubes - 10 kilos
- Trash bags - 3 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 2 bottles
- Hand sanitizer - 4 bottles
- Paper towels - 4 packs

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Cleaning bucketsqty 3
Work glovesqty 12
Microfiber clothsqty 12
Dish brushesqty 4

Organization

Clipboardsqty 8
Ballpoint pensqty 20
Registration wristbandsqty 150
Route mapsqty 180
Name badgesqty 30
Tapeqty 6
Cable tiesqty 200
Scissorsqty 4

Tips

Count one route arrow for every turn, crossing or point where walkers could hesitate, then add 10% spare arrows. Pack barrier tape for hazards rather than relying on volunteers to point them out.
Plan at least two spare batteries for every battery-powered lantern, headlamp or flashlight. Test the lights together before setup; a battery that works at home may not last through the full walk.
Give each route volunteer a high-visibility vest and a way to communicate, such as a walkie-talkie. Keep one megaphone at the start and another with the person managing the route if the group is large.
For the reception and catering point, count one reusable cup, coffee cup or tea glass and one plate per participant, then add 10% for replacements. Buy serving spoons and cutlery separately; they are often missed when disposable supplies are avoided.
Use LED lanterns and tea lights for the route, but bring extra string lights, extension cords and power strips for the starting area. Keep lights and cables away from walking lines, and pack a cooler if any food or drinks must stay chilled.

Frequently asked questions

How many batteries do I need for a lights walk?: Start with two spare batteries per battery-powered light, including lanterns, headlamps and flashlights. For 20 lights, that means at least 40 spare batteries, adjusted to the battery type and the manufacturer’s running time.
How many route arrows should I buy?: Use one arrow for every turn, crossing and unclear junction, then add about 10% spare arrows. A route with 30 marking points therefore needs roughly 33 arrows, plus barrier tape for locations that need extra warning.
How many cups and plates are needed per participant?: Allow one cup, one plate and one cutlery set per participant, with an extra 10% for loss, damage or second servings. For 50 participants, prepare at least 55 of each item used.
When should I test the lights and batteries?: Test all lights and batteries no later than the day before the walk, and repeat a quick check when setting up. Pack tested spares separately so volunteers can find replacements without unpacking the full equipment supply.

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