Band festival checklist: what to arrange and when

A band festival needs more than booked performers and a stage. You need time to collect technical requirements, build a workable program, check permits and insurance, and coordinate volunteers around soundcheck and changeovers. This checklist takes you from confirming the date and location to preparing wristbands, chilled drinks and the cash register. Start with the items that depend on other people, then leave shopping, equipment checks and the final briefing for the last few days.

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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

Confirm date and location
2 people
Contact bands
2 people
Confirm performances
2 people
Collect artist information
Gather technical requirements
2 people
Create the program
2 people
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Check permits
2 people
Check insurance
Inform neighbors
Print performance schedule
Create the crew schedule
2 people
Brief volunteers
3 people
Do the shopping
3 people
Check the equipment
2 people
Attach instruments
Prepare catering
4 people
Chill drinks
2 people
Prepare the cash register
2 people
Lay out wristbands
Check the weather forecast
Inspect the site
2 people
Set up the stage
6 people
Set up the sound system
4 people
Install lighting
3 people
Connect power
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the bar
3 people
Set up catering point
3 people
Set up the entrance
2 people
Hang decorations
3 people
Set up signage
2 people
Place waste stations
2 people
Check toilets
2 people
Run the sound check
4 people
Set up the backline
4 people

Event

Welcome performers
2 people
Welcome the audience
3 people
Register entry
3 people
Hand out wristbands
2 people
Explain the program
Announce performances
Support the bands
2 people
Coordinate stage changes
4 people
Operate sound during performances
2 people
Operate lighting during performances
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Operating the cash register
2 people
Supervise at the entrance
2 people
Check toilets periodically
Remove waste regularly
2 people
Check stock
Announce end time
Guide the audience to the exit
2 people

Aftercare

Switch off equipment
3 people
Load instruments
4 people
Dismantle the stage
6 people
Dismantle the sound system
4 people
Take down the lighting
3 people
Clear away furniture
4 people
Remove decorations
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the bar
2 people
Clean the catering area
2 people
Clean the restrooms
2 people
Clean the grounds
4 people
Collect lost and found items
Count inventory
2 people
Close the register
2 people
Check materials
2 people
Return rental items
3 people
Return keys
Hand over the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Tablesqty 12
Chairsqty 120
Bar stoolsqty 8
Beer tablesqty 8
Party tentsqty 4
Coat racksqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Stage amplifiersqty 4
Guitar standsqty 8
Music standsqty 8
Mixer table lighting
Cable reelsqty 6
XLR cablesqty 16
Jack cablesqty 12
Power stripsqty 10
Extension cordsqty 10
Cable traysqty 12
Spare batteriesqty 24

Lighting

LED spotlightsqty 8
Light standsqty 4
String lightsqty 6
Work lightsqty 6
Flashlightsqty 6

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Drink cratesqty 10
Thermos flasksqty 4
Cutting boardsqty 4
Knivesqty 8
Pliersqty 6
Ice packsqty 24

Catering

Groceries

Decorations

Stage drapesqty 4
Buntingqty 10
Festival postersqty 30
Program standsqty 6
Directional signsqty 12
Tableclothsqty 12
Name badgesqty 40

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4

Safety

Fire extinguishersqty 4
Cable matsqty 12
Fencesqty 12
First aid kitsqty 2
Emergency lightsqty 4

Registration

Entrance desk
Cash boxesqty 2
Card machineqty 2
Wristbandsqty 300
Clipboardsqty 4
Ballpoint pensqty 20

Tips

Confirm each band’s performance details before publishing the program. Collect set length, arrival time, contact details and technical requirements early enough to resolve gaps in microphones, monitor speakers, DI boxes or cables.
Allow time for permits, insurance and neighbor notification before promoting the festival. Keep the confirmed location, expected attendance and event hours together so applications and practical arrangements use the same information.
Build the crew schedule around the busiest transitions, not just the performances. Assign named volunteers to artist arrivals, registration, catering, the cash register, wristbands, stage changes and closing duties.
Check the complete sound and lighting setup before event day. Test the mixing console, speakers, subwoofers, monitors, microphones, stands, amplifiers, XLR cables, power distribution and work lights as one system.
Finish audience-facing preparations before the first band arrives. Print the performance schedule, chill drinks, prepare catering, set out wristbands and arrange tables, chairs, coat racks and beer tables so volunteers are not setting up while guests enter.

Frequently asked questions

How far in advance should I book bands for a festival?: Contact bands as soon as the date and location are reasonably fixed, preferably several months before the festival. Confirm every performance in writing before you publish the program or send invitations.
When should I check the sound equipment for a band festival?: Make a full equipment check at least 1 week before the event, then test the assembled system again during setup. This gives you time to replace missing cables, batteries, stands or power strips before the first soundcheck.
What should be ready on the day before a band festival?: The day before, complete shopping, chill drinks, print the performance schedule, prepare catering where possible and confirm the crew schedule. Leave only final setup, soundcheck, instrument connections and perishable food preparation for event day.
How many volunteers do I need for a band festival?: Plan separate coverage for registration or wristbands, the cash register, artist support, catering, stage changes and cleanup. The exact number depends on the program, but each duty should have a named person and a backup before doors open.

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.