Arts festival checklist: what to arrange and when

An arts festival brings together exhibitions, workshops, artists, visitors and a lot of practical setup. Start by fixing the date and programme, then confirm artists, workshop leaders, permissions and insurance before promoting the event. In the final weeks, focus on registrations, artwork details, labels, signage, materials and equipment. This checklist also helps you avoid late jobs such as chilling drinks, packing artworks and testing power, sound and projection equipment.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Confirm participating artists
2 people
Inventory artworks
2 people
Confirm workshop leaders
2 people
Make reservations
Check permits
Check insurance
Make festival map
2 people
Set up the workshop rooms
2 people
Arrange the exhibition
2 people
Publish the program online
Send invitations
2 people
Distribute promotional materials
2 people
Process registrations
Collect dietary requirements
Gather artist information
Make name tags and labels
2 people
Design signage
Print program booklets
2 people
Check materials
2 people
Pack artworks
3 people
Do the shopping
2 people
Chill drinks
2 people
Clean the venue
3 people
Unload furniture
4 people
Set up exhibition walls
4 people
Set up tables and chairs
4 people
Hang artworks
4 people
Place artworks on pedestals
3 people
Place labels by the artworks
2 people
Set up workshop tables
3 people
Prepare workshop materials
3 people
Connect the technical equipment
2 people
Adjust the lighting
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Check toilets
Clear emergency routes
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out program booklets
Welcome artists
2 people
Guide the exhibition
3 people
Lead painting workshop
2 people
Guide the sculpture workshop
2 people
Lead the printmaking workshop
2 people
Support live art
2 people
Announce performances
Guide music program
2 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check toilets periodically
Tidy workshop tables during breaks
2 people
Guide visitor flow
2 people
Register lost and found items
See off the last visitors
3 people

Aftercare

Pack artworks safely
4 people
Switch off the equipment
2 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Dismantle furniture
4 people
Dismantle exhibition walls
4 people
Remove decorations
3 people
Sort materials
3 people
Return artwork
3 people
Return rented materials
2 people
Store leftover stock
2 people
Process expenses and receipts
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Exhibition wallsqty 12
Pedestalsqty 10
Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 4
Tableclothsqty 18

Tableware

Reusable cupsqty 180
Wine glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee cupsqty 60
Serving traysqty 8

Equipment

Portable sound system
Microphonesqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Cable traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Scissorsqty 6
Measuring cupsqty 2

Decorations

Buntingqty 12
Buntingqty 8
Flower arrangementsqty 8
Chalkboardsqty 6
Directional signsqty 16
Photo framesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lanternsqty 10

Workshop materials

Painter's canvasesqty 80
Drawing paperqty 300
Watercolor paperqty 100
Paint palettesqty 40
Brush setsqty 40
Paint palettesqty 30
Clay rollsqty 20
Linocut setsqty 15
Ink rollersqty 15
Protective apronsqty 40
Cutting matsqty 15
Worktable lampsqty 6
Covering filmqty 6
Drying racksqty 6
Artist foldersqty 20

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Confirm participating artists and workshop leaders before publishing the programme. Allow at least two weeks to collect biographies, artwork details, technical needs and dietary requirements.
Create the festival map before arranging the exhibition and workshop rooms. Mark exhibition walls, pedestals, tables, seating, the bar, entrances and accessible routes so furniture is not moved repeatedly.
Check permits and insurance as soon as the date and venue are set. Do this before distributing promotional materials, because changes to capacity, opening hours or activities can affect the published programme.
Test the portable sound system, microphones, laptop, projector and projection screen at the venue at least one day before opening. Count extension cords, power strips and cable trays while checking where visitors will walk.
Pack artworks, printed programmes, labels and workshop materials separately by area. Keep drinks, reusable cups, coffee equipment and serving items together so the final shopping and setup run can be completed quickly.

Frequently asked questions

How far in advance should I organise an arts festival?: Set the date and start contacting artists at least 8 to 12 weeks ahead. Check permits, insurance and venue reservations early, then leave the final 1 to 2 weeks for registrations, printing, materials and technical checks.
What should I confirm before publishing an arts festival programme?: Confirm every participating artist, workshop leader, session time, room and registration requirement first. Gather artist information and dietary requirements no later than 2 weeks before the festival so the online programme and printed booklets are accurate.
When should I set up an arts festival exhibition?: Prepare the festival map and room layout several days before the event, then arrange walls, pedestals, tables and labels during the venue setup. Pack and transport artworks only after the display areas and security arrangements are ready.
How many days before an arts festival should I check equipment?: Test sound, microphones, projection and power at least 1 day before visitors arrive. Check extension cords, power strips and cable trays in every room, and keep a short backup plan for presentations or workshops that depend on technology.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.