Event Lighting Planning Checklist

Determine the mood, style, and atmosphere you want to create. Consider whether you want romantic, dramatic, festive, or elegant lighting.

Allocate 10-15% of total event budget for lighting. Use our budget calculator to estimate costs based on guest count and venue size.

Evaluate venues based on natural lighting, electrical capacity, mounting options, and existing lighting infrastructure.

Note outlet locations, circuit capacity, available power, and any electrical restrictions or requirements.

Check municipal requirements, fire department regulations, and venue-specific restrictions on lighting equipment.

Sketch basic lighting layout including key areas: ceremony, reception, pathways, and architectural features to highlight.

Complete detailed lighting plan with specific equipment locations, power requirements, and mounting points.

Use our lighting calculator to determine string light lengths, number of uplights, extension cords, and mounting hardware.

Compare purchase vs. rental costs, delivery options, and return policies. Consider local Massachusetts suppliers for better support.

Place orders with 10% extra equipment for backups. Confirm delivery dates and return procedures.

Gather ladders, drills, extension cords, cable ties, mounting hardware, and safety equipment.

For complex installations or unfamiliar venues, consider consulting with experienced Massachusetts lighting professionals.

Check every string light, bulb, and electrical component. Replace any defective items and test backup equipment.

Verify all measurements, outlet locations, and mounting points. Take photos for reference during setup.

Submit permit applications early as processing can take 2-3 weeks. Include detailed lighting plans and electrical specifications.

Confirm setup times, access requirements, and coordinate with caterers, florists, and other vendors sharing the space.

Plan setup sequence, assign specific tasks to team members, and build in buffer time for unexpected challenges.

Plan for equipment failures, power outages, and weather issues. Identify backup power sources and alternative lighting options.

Verify delivery times, locations, and return schedules. Ensure someone will be available to receive equipment.

Hold team meeting to review setup plan, safety procedures, and emergency contacts. Distribute printed setup instructions.

For outdoor events, prepare weather protection for equipment and alternative indoor lighting options if necessary.

Organize tools in labeled containers, charge battery-powered equipment, and prepare vehicle for equipment transport.

Compile phone numbers for venue contacts, equipment suppliers, team members, and emergency services.

Allow extra time for unexpected challenges. Complex lighting setups may require 6-8 hours for proper installation.

Review ladder safety, electrical precautions, and emergency procedures before beginning setup.

Establish all mounting points and support structures before hanging lights. Test weight capacity of all mounting points.

Install extension cords and power distribution before hanging lights. Test all circuits with multimeter if available.

Follow setup plan systematically. Install overhead elements first, then wall lighting, and finally ground-level elements.

Turn on all lights and check for proper operation. Test any dimming or color-changing functions. Make final adjustments.

Use cable covers for floor-level cables, secure loose connections, and ensure no tripping hazards exist.

Keep backup bulbs and equipment easily accessible. Assign team member to monitor lighting throughout event.

Regularly check all lighting zones for proper operation. Address any issues immediately to maintain ambiance.

Adjust lighting levels based on natural light changes, event flow, and guest feedback. Have dimming controls easily accessible.

Replace failed bulbs or equipment quickly and safely. Keep disruption to guests minimal during repairs.

Adjust lighting for different event phases: cocktails, dinner, dancing. Coordinate with DJ/band for special moments.

Wait for hot bulbs and fixtures to cool completely before handling. This prevents burns and equipment damage.

Remove lights in reverse order of installation. Pack carefully to prevent damage during transport.

Check for broken bulbs, damaged cables, or other issues. Document any damage for insurance or rental return purposes.

Clean equipment before return and deliver on time to avoid late fees. Keep rental receipts for records.

Note what worked well and what could be improved. Take photos of successful setups for future reference.