Event lighting in Rome: atmosphere, outdoor lights and power

In short

• Every event has two kinds of light: atmosphere and service. You need both.
• Outdoors you need fittings made for outdoor use and protected cables.
• Add up the power for lights, sound and catering before the event.
• Large temporary installations must be done by qualified technicians, with the required paperwork.

In Rome many events start at sunset, on a terrace or in a garden, and end at night. The lights decide how the evening looks after eight o'clock and whether staff can work. This guide helps you ask the supplier and the caterer the right things.

Two kinds of light

Atmosphere lighting

This is what you see in the photos: warm, soft, aimed at tables, trees, façades, flowers. It creates the setting.

Service lighting

This is what the work needs: buffet, bar, kitchen, paths, stairs, toilets. It must be enough to see the food, read the allergen labels and walk without tripping.

The most common mistake is to think only of the first. At the buffet, with lights too low, guests can't see what they're taking. In the kitchen, staff work badly and take risks. Ask the lighting supplier to design the service lighting as well, in agreement with the caterer.

The most common solutions

Colour temperature is measured in kelvin: low values give a yellow, warm light, high values a white, cold light. For a dinner atmosphere, warm lights are usually preferred. Ask the supplier what temperature they propose and whether you can see an example.

Outdoor lighting

Outdoors, three things matter.

• Water protection: outdoor fittings have an IP protection rating stated by the manufacturer. Ask for the fittings used to be suitable for outdoor use, even in rain.
• Cables: they must be suitable for outdoor use, protected where people walk and never left in puddles. Cable protectors prevent trips.
• Fixings: no nails in the trees of historic villas. Many venues are under heritage protection and have precise rules.

In a Roman summer the sun sets late, around 8:30-9pm in June and July. In September and October it sets much earlier: a 7pm aperitivo in October is already in the dark. Plan the lights on the real sunset time on the day of the event.

If the event is on a terrace, wind is the first enemy of lanterns and festoon lights: you'll find more advice in the guide to the terrace party in Rome. For gardens and lawns, there's the guide to catering for outdoor events.

Power: add it up

Lights, sound, video and catering equipment use the same electrical supply. Catering often uses more than the lights: ovens, griddles, fridges, coffee machines.

What to do:

1. ask the venue for the available capacity and where the boards and sockets are;
2. ask each supplier for the list of equipment with its power rating;
3. add it up and compare it with the available capacity;
4. if it's not enough, plan a generator.

A generator must be placed away from guests because of noise and fumes, on a stable base, with protected cables. Ask the supplier who brings it, who refuels it and who checks it during the evening.

Keeping separate circuits for lights, sound and catering reduces the risk of an oven cutting the music.

Installation safety

A temporary installation with boards, long cables and many fittings needs specific skills. In general:

• Ministerial Decree 37/2008 governs the installation of systems in buildings and requires a declaration of conformity issued by qualified firms;
• the technical standards of the Italian Electrotechnical Committee (CEI) define how to build safe installations, including temporary ones;
• at events open to the public, the venue or the authorities may ask for paperwork on the installation.

This is not something to improvise: check with the supplier and the venue which documents your event needs.

Candles and open flames

Candles give a light that LEDs imitate well but not exactly. Before choosing them:

• ask the venue whether open flames are allowed;
• use closed, stable holders;
• keep them away from fabrics, dried flowers, curtains and walkways;
• decide who lights them and who puts them out.

Many historic villas around Rome and almost all churches have precise rules. LED candles are the alternative when flames aren't allowed.

Lighting and catering: what to coordinate

• Buffet: enough light to see the dishes and read the labels.
• Bar: light to work by, but not dazzling for guests.
• Kitchen and service area: strong white light, hidden from guests.
• Staff routes: lit, especially on stairs and lawns.
• Cake and toast: a dedicated spotlight for the photo moment.

For the full set-up of a wedding, you'll find pointers in the guide to wedding decorations in Rome.

The set-up plan

Lights are usually installed before the catering and tested in the dark. Make sure you:

• have a test at sunset time if possible, or at least with the room lights off;
• decide who switches on, and when: atmosphere lighting can change between aperitivo, dinner and party;
• keep a technician on site during the evening, or at least a number to call;
• agree on dismantling: at many venues it must be done the same night.

Questions to ask the lighting supplier

• What do you propose for atmosphere lighting and for service lighting?
• Are the fittings suitable for outdoor use? What happens if it rains?
• How much power do you need? Will you bring a generator if necessary?
• Is the installation carried out by qualified technicians? Do you issue the paperwork?
• How do you fix the lights without damaging trees and walls?
• Have you worked at this venue before?
• What time do you set up and what time do you dismantle?
• Can we see a test or photos of similar events?
• Does the price include transport, set-up, dismantling and support during the evening?

To finish

The right lighting makes the evening beautiful to look at and easy to serve. You'll find decoration and lighting suppliers on the event decorations in Rome page. If you're also organising the catering, request a quote and get the suppliers talking to each other before the event.