Brass Music Festival Checklist

A brass music festival depends on more than booking bands and putting up a stage. You need enough time to confirm music associations, publish performance times, check permits and insurance, and coordinate arrivals, catering and equipment. This checklist covers the work from setting the date through the final venue setup. Use it to keep registrations, dietary requirements, instrument needs, power, sound equipment and volunteer duties from becoming last-minute problems.

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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
Invite music associations
2 people
Confirm performing associations
2 people
Schedule performances
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect participants' contact details
Make reservations
Check permits
Check insurance
Create the venue layout
2 people
Share performance times
Share traffic information
Assign volunteers
2 people
Make a shopping list
2 people
Calculate catering quantities
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Check instrument list
2 people
Set up music stands
2 people
Print program leaflets
Make route signs
2 people
Prepare name badges
2 people
Arrange cash float for the register
Test payment terminal
Check first aid supplies
Check the weather forecast
Mark tent locations
2 people
Inspect the grounds
2 people
Set up tents
5 people
Set up the stage area
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the catering counter
3 people
Set up the cash desk
2 people
Set up the buffet
3 people
Hang decorations
3 people
Set up lighting
3 people
Place waste stations
2 people
Check toilets
2 people
Set up the cloakroom
2 people
Set up the info point
2 people
Position instruments safely
3 people
Hang up the program
Check sound
2 people
Check stage lighting
2 people

Event

Welcome performers
3 people
Register participants
3 people
Welcome visitors
3 people
Hand out program brochures
2 people
Manage the cloakroom
2 people
Announce performances
Guide the performances
2 people
Change music stands
2 people
Set up instruments
3 people
Time the performances
Serve catering
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Walk site rounds
2 people
Staff first aid point
Answer visitor questions
2 people
Take photos
End final performance
2 people
Guide visitors to the exit
3 people

Aftercare

Close the register
2 people
Lock the cloakroom
2 people
Collect instruments
4 people
Switch off equipment
2 people
Turn off lights
2 people
Wash dishes
3 people
Clean up catering
3 people
Wipe down tables
3 people
Collect waste
4 people
Clean the grounds
5 people
Clean the restrooms
2 people
Remove decorations
3 people
Take down tents
5 people
Stack tables and chairs
4 people
Inventory materials
2 people
Gather borrowed items
2 people
Return materials
3 people
Return rented items
2 people
Hand over the venue
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 180
Beer tablesqty 8
Foldable tablesqty 6
Coat racksqty 3
Stoolsqty 12
Stage sectionsqty 12
Stage microphone tablesqty 2

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving tongsqty 12
Coffee spoonsqty 80

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Music standsqty 80
Microphonesqty 4
Microphone standsqty 4
Mixer
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Payment terminalsqty 2
Walkie-talkiesqty 6
Flashlightsqty 6
Dollyqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Storage binsqty 20
Cooling matsqty 12
Bottle openersqty 6
Thermos flasksqty 6

Decorations

Buntingqty 12
Festival Flagsqty 20
Tableclothsqty 16
Name badgesqty 100
Program leafletsqty 250
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Safety

First aid kitsqty 2
Barrier conesqty 12
Cable rampsqty 6
Fire extinguishersqty 4

Catering

Groceries

Tips

Set the date and draft the program before inviting music associations. Allow at least 8 to 12 weeks for replies, registration details and performance scheduling.
Confirm permits, insurance and traffic arrangements before publishing invitations. Aim to have these checks completed at least 6 weeks before the festival.
Collect dietary requirements and participant contact details with registrations, then calculate catering quantities from the final numbers. Do not wait until shopping day to find out how many sandwiches or hot drinks are needed.
Build the venue layout around the stage sections, music stands, microphones, speakers and cable routes. Test extension cords, power strips and cable trays before performers arrive, not during soundcheck.
Assign volunteers to specific shifts for reception, catering, stage changes and information. Share performance times, traffic information and contact numbers in one message at least 3 days in advance.

Frequently asked questions

How far in advance should I organise a brass music festival?: Start planning at least 8 to 12 weeks ahead. This gives music associations time to confirm participation and leaves around 6 weeks to complete permit, insurance, catering and equipment checks.
How many drinks should I plan per festival visitor?: For the first hour, allow about 2 to 3 drinks per person, then around 1 drink per person per hour. Add extra capacity for performers, volunteers and warm weather, and chill drinks before doors open.
When should I send the brass festival program to performers?: Send confirmed performance times and arrival information at least 3 days before the event. Share the final running order earlier if groups need time to plan instruments, stands or stage changes.
What equipment must be checked before a brass music festival?: Check music stands, microphones, microphone stands, mixer, speakers and power supplies at least 1 day before setup. Test every cable and keep cable trays in place so walkways remain clear during the festival.

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.