DEVENT — Event planning by Dprime

DEVENT planning resources

Wedding and Event Lighting: How to Brief a Supplier

Lighting affects how a room is used throughout the event. Brief the venue or supplier on each part of the schedule and check the practical installation before choosing decorative effects.

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An illustrative outdoor reception beneath warm string lights
Illustrative styling image from the DEVENT theme gallery; not a photograph of a listed venue or event.

Describe the spaces and schedule

Tell the provider where guests arrive, where the ceremony, meal and dancing take place and when the event begins and ends. A single room may need different lighting for a speech, dining and dancing. Check what the venue already provides.

Check visibility and guest comfort

Ask about lighting for entrances, paths, signs, tables, speakers and the accessible route, as well as the decorative look. Discuss any effects that could be uncomfortable for guests and provide a way for guests to raise individual requirements.

Confirm power and installation

Give the supplier the room plan, access windows and venue rules for cables, hanging items and equipment. Ask who installs, operates and removes the lighting and whether additional power or technical staff are required.

Coordinate photography and entertainment

Share the lighting plan with the photographer, videographer and DJ or band. Ask who controls changes during speeches or performances and whether a sound or lighting check can happen before guests arrive.

Compare written proposals

Check quantities, labour, travel, setup, operation, collection and overtime. For outdoor events, ask about the equipment’s conditions of use and the indoor backup. Record the agreed plan and contact in the run sheet.

Worked example · illustrative details

A dinner followed by dancing

The hosts ask for clear lighting at the entrance and during speeches, then a different mood for dancing. The venue and supplier confirm who controls the lights and when the equipment can be installed and removed.

Your next steps

  1. Brief the supplier on each space and part of the event.
  2. Check visibility, access and guest comfort.
  3. Confirm venue permission, power and installation.
  4. Coordinate the final plan with photography and entertainment.

Common questions

Is decorative lighting included in every venue?

No. Ask what the venue provides and compare any additional supplier quote.

Can lighting be installed anywhere?

Check the venue’s rules and the supplier’s site requirements before confirming the design.

Useful next steps

Keep the next step connected

Event themes and mood-board ideasExplore event theme galleries, collect reference photos and connect styling ideas to event tasks and budget planning.Event planning tasks and timelineKeep event preparation tasks and the event-day schedule connected in one organiser workspace.Event budget planner in Australian dollarsPlan event expenses, review supplier quotes and track recorded costs alongside your guests and event tasks.

Continue planning

Event Guest Check-inPrepare guest arrivals with the event time zone, start time and organiser-controlled self-check-in settings.Measuring a Venue for a Floor PlanGather the room, table and fixed-feature measurements needed for a useful event layout.Accessible Event Seating ChecklistReview guest access, comfort and service routes with the venue before confirming an event seating arrangement.Dance Floor and DJ Layout PlanningBalance the dance floor, DJ equipment, guest tables and circulation with the venue and entertainment supplier.

Explore DEVENT before choosing your plan

Try sample tools and review current access, plan availability and automatic communication requirements.

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View current plans