Brass Music Festival Checklist

A brass music festival needs more than a line-up and a stage. Bands need confirmed arrival times, the site needs permits and safe cable routes, and the audience needs clear registration, food, drinks, seating, and shelter. This checklist takes you from choosing the date and location through programming, technical planning, volunteer briefings, catering, and the final site inspection. Start early with permits, insurance, performers, and sound; leave shopping, drink chilling, and weather checks for the final 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 marching bands
2 people
Apply for permits
Check insurance
Make reservations
2 people
Compile program
3 people
Confirm performers
2 people
Gather technical requirements
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Reserve stage and sound
2 people
Work out the floor plan
2 people
Schedule performances
2 people
Distribute the run sheet
2 people
Publish promotion
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Check materials
3 people
Prepare the volunteers briefing
2 people
Inspect the site
3 people
Receive deliveries
3 people
Set up the stage
5 people
Connect the sound system
3 people
Install lighting
3 people
Set up tables and chairs
5 people
Set up tents
5 people
Hang up decorations
3 people
Set up the bar and serving area
4 people
Set up the buffet
3 people
Check toilets
2 people
Clear emergency routes
2 people
Perform the technical sound check
4 people
Set up instruments
4 people
Brief volunteers
2 people

Event

Welcome performers
3 people
Open reception for attendees
4 people
Announce the program
Guide the first band performance
3 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
3 people
Empty trash bins
2 people
Guide the second band’s performance
3 people
Guide the third corps performance
3 people
Serve food
4 people
Provide meals for performers
2 people
Answer audience questions
2 people
Guide the fourth corps performance
3 people
Assist the joint closing performance
4 people
Guide the audience to the exit
3 people
Carry out the final drink round
3 people

Aftercare

Turn off the sound system
2 people
Store food safely
2 people
Clean the grounds
5 people
Dispose of waste
3 people
Wash dishes
3 people
Dismantle furniture
5 people
Take down tents
5 people
Dismantle the stage
5 people
Check the equipment
3 people
Inventory materials
2 people
Return borrowed items
2 people
Return rental items
2 people
Collect expenses
Finalize artist payments
Register lost and found items
Send thank-you message
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 160
Bar stoolsqty 12
Buffet tablesqty 4
Bollardsqty 12
Coat racksqty 2

Equipment

Stage
Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Extension cordsqty 12
Cable matsqty 10
Music standsqty 20
Lectern lampsqty 10

Lighting

LED light setsqty 6
Light standsqty 4
String lightsqty 4
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 220
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coolersqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6

Decorations

Festival Flagsqty 12
Bannersqty 4
Stage backdrop
Tableclothsqty 16
Program standsqty 6
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning sprayqty 6
Hand broomsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the date and location before contacting marching bands, then allow several weeks for performer replies, permits, and insurance paperwork. A provisional programme is easier to build once every band has confirmed its availability.
Request each performer’s technical requirements in writing at least 4 weeks before the festival. Use the replies to confirm the stage, mixing console, speakers, monitors, microphones, stands, DI boxes, cables, and power needs.
Set the audience layout before ordering or reserving furniture. Mark the stage, beer tables, buffet tables, chairs, bar stools, coat racks, bollards, tent areas, entrances, and cable routes so walkways remain clear.
Send the volunteer briefing and run sheet no later than 3 days before opening. Include arrival times, registration duties, performer contacts, catering responsibilities, weather procedures, and who checks the site and equipment.
In the final 24 hours, check the weather forecast, inspect the site, verify all materials, chill the drinks, and prepare the catering. Keep cable mats, extension cords, lighting, reusable glasses, plates, cups, and cutlery together so setup does not stall.

Frequently asked questions

How far in advance should I organise a brass music festival?: Start at least 3 to 6 months ahead. Confirm the date and location first, then arrange bands, permits, insurance, reservations, technical production, volunteers, promotion, and catering.
When should I book marching bands for a brass music festival?: Contact marching bands 3 to 6 months before the event, especially if several performers are needed. Confirm every band in writing before publishing the final programme and performance schedule.
When should the festival sound and stage plan be finished?: Complete the technical plan at least 4 weeks before the festival. Collect each act’s requirements, reserve the stage and sound system, and create a schedule that allows sound checks before performances begin.
What should I check the day before a brass music festival?: Inspect the site, check the weather forecast, verify materials and equipment, chill drinks, prepare catering, and brief volunteers within the final 24 hours. Recheck cable routes, lighting, entrances, seating, tents, and barriers before opening.

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.