Arts Festival Planning Checklist

An arts festival brings together artists, visitors, workshops, exhibitions, food and technical equipment, so small omissions can affect the whole day. Start with the date, programme, venue and permits, then confirm artists, registrations and suppliers. In the final week, focus on artwork delivery, signage, name badges, materials and equipment testing. This checklist gives you a practical order for coordinating the 86 tasks and 74 items behind the event.

Organize this event for free with Lizzt

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
Reserve venue
Check permits
Select artists
3 people
Invite artists
Register participant details
Draft invitations
2 people
Send invitations
2 people
Post promotion online
Distribute posters
2 people
Process registrations
Collect dietary requirements
Compile artwork list
2 people
Prepare workshop handouts
2 people
Book catering
Order beverage stock
Reserve tables and chairs
Test technical equipment
2 people
Prepare name badges
Make route signs
Inform artists
Do the shopping
3 people
Receive artworks
3 people
Preparing fresh snacks
3 people
Prepare materials
2 people
Open venue
2 people
Check deliveries
2 people
Inspect the hall and outdoor area
2 people
Unload furniture
4 people
Set up exhibition panels
4 people
Place easels
2 people
Hang artworks
4 people
Label artworks
2 people
Set up workshop tables
3 people
Set up chairs
3 people
Hang up decorations
2 people
Install lighting
2 people
Connect the sound system
2 people
Test microphone
2 people
Set up information table
2 people
Set up registration desk
2 people
Distribute workshop materials
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Place waste stations
2 people
Check toilets
Put up route signs
2 people

Event

Receive participants
3 people
Register visitors
3 people
Give the opening speech
Welcome visitors
2 people
Staff the exhibition areas
3 people
Introduce the artists
Lead painting workshop
2 people
Lead the drawing workshop
2 people
Guide the live art demonstration
2 people
Create artist portraits
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Refill coffee and tea
Empty trash bins
2 people
Check toilets periodically
Coordinate the photo wall
Play music
Announce evening program
Inform last visitors
2 people
Check out artists
2 people

Aftercare

Pack artworks safely
4 people
Return artworks
3 people
Dismantle exhibition panels
4 people
Dismantle furniture
4 people
Remove decorations
2 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
3 people
Clean the restrooms
2 people
Pack up materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Hand over the venue
2 people
Collect lost and found items
Archive photos
Send thank-you message

What to bring

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

Furniture

Tablesqty 14
Chairsqty 80
Bar stoolsqty 8
Registration desk
Tentqty 2
Coat racksqty 2
Bollardsqty 12

Presentation

Display panelsqty 16
Easelsqty 12
Pedestal Blocksqty 8
Artwork labelsqty 60
Information boardsqty 10
Photo backdrop
Poster puttyqty 10
Photo framesqty 20
Ropeqty 4
Cable tiesqty 100
White cardboardqty 50
Markersqty 30
Pensqty 40
Clipboardsqty 10

Tableware

Reusable platesqty 120
Reusable cupsqty 180
Wine glassesqty 60
Coffee cupsqty 60
Cutlery setsqty 120
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Audio mixer
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10

Lighting

LED spotlightsqty 12
String lightsqty 8
Standing lampsqty 6

Decorations

Buntingqty 6
Flower arrangementsqty 8
Tableclothsqty 14
Name badgesqty 30
Directional signsqty 12

Workshop

Drawing paperqty 300
Canvas clothsqty 100
Pencil setsqty 30
Colored pencilsqty 30
Brushesqty 100
Paint palettesqty 30
Mixing bowlsqty 40
Acrylic paint setsqty 20
Apronsqty 30
Table coversqty 14
Water cupsqty 40
Painter's tapeqty 12
Jars of glueqty 20
Children's apronsqty 20

Cleaning

Waste binsqty 10
Reusable cleaning clothsqty 20
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3

Safety

First aid kitsqty 2
Work glovesqty 8
Non-slip matsqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm artist availability, workshop times, exhibition content and technical requirements first, then use those details in the invitations and online promotion.
Allow at least 2–3 weeks to process registrations and collect dietary requirements. Keep the final attendee count, meal needs and name badge list in one document for catering and registration.
Create an artwork delivery schedule with a clear deadline, ideally 1–2 days before the festival. Prepare labels, display panels, easels or pedestal blocks before the first artwork arrives.
Test the projector, screen, speakers, microphones, laptops, coffee machines and kettles at the venue at least one day in advance. Bring chargers, extension leads and backup presentation files if they are needed.
Plan the visitor flow before setting up tables and chairs. Place the registration desk near the entrance, use route signs and information boards, and keep coats, refreshments and exhibition areas from blocking each other.

Frequently asked questions

How far in advance should I organise an arts festival?: Start planning at least 8–12 weeks before the festival. Use the first two weeks for the date, programme, venue, permits and artist invitations, then leave the final 2 weeks for registrations, supplies and logistics.
When should artists be invited to an arts festival?: Invite artists 6–8 weeks before the event whenever possible. Ask for their attendance, artwork or workshop details and technical needs before you publish the programme.
How many days before an arts festival should artworks arrive?: Arrange delivery or collection 1–2 days before the festival. This gives you time to check the artwork list, prepare labels and install pieces on display panels, easels or pedestal blocks.
When should I test the equipment for an arts festival?: Test the projector, screen, speakers, microphones and laptops at least 24 hours before visitors arrive. Repeat a short sound and presentation check on the event morning, especially if the room layout has changed.

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.