Children’s Music Festival Planning Checklist

A children’s music festival needs more than a stage and a few performers. This checklist takes you from choosing the date and checking permits to briefing artists, preparing volunteers and opening the venue safely. The detailed plan covers 70 tasks and 56 supplies, including sound equipment, seating, signs, reusable tableware, snacks and weather preparations. Use it to set deadlines early and avoid last-minute gaps on the festival day.

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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
Check the venue and permit
2 people
Book Musicians and Entertainers
2 people
Make material reservations
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Develop the run sheet
2 people
Confirm stage program
2 people
Collect artist information
Create floor plan
Check the safety plan
2 people
Confirm first aid arrangements
Monitor the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Chill drinks
2 people
Portion out fruit and snacks
3 people
Send artist briefing
Open venue
2 people
Loading and unloading
4 people
Set up tables and chairs
4 people
Set up party tents
4 people
Set up the stage area
4 people
Connect sound equipment
3 people
Set up instruments
3 people
Test microphones
2 people
Hang up decorations
3 people
Set up the info point
2 people
Set up kids' corner
3 people
Build the catering buffet
3 people
Set up coffee and tea station
2 people
Set out drinks and ice
2 people
Set out snacks
3 people

Event

Staff the registration desk
2 people
Welcome visitors
4 people
Announce the program
Guide Children's Workshops
5 people
Coordinate music performances
3 people
Guide dance activities
3 people
Hand out instruments
2 people
Collect the instruments
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Register lost property
Supervise quiet children's area
2 people
Answer audience questions
2 people
Announce the final act
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Close catering
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
3 people
Store leftover food
2 people
Empty and clean coolers
2 people
Handle lost property
Collect supplier details

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Chairsqty 100
Beer tablesqty 6
Tableclothsqty 10
Stoolsqty 12

Equipment

Speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Musical instrumentsqty 20
Portable fansqty 2

Lighting

LED lampsqty 8
String lightsqty 4
Flashlightsqty 4

Decorations

Balloonsqty 150
Buntingqty 10
Stage drapesqty 4
Festival signsqty 8
Directional signsqty 12
Name stickersqty 200
Markersqty 20

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 80
Tea glassesqty 50
Serving plattersqty 15
Serving spoonsqty 10

Kitchen

Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Measuring cupsqty 3

Sports equipment

Dance ribbonsqty 30
Rhythm sticksqty 30
Hula hoopingqty 15
Soft ballsqty 15
Coloring pagesqty 200
Colored pencilsqty 100
Craft table runnersqty 10

Cleaning

Waste binsqty 12
Broomsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Tips

Confirm the venue, permit requirements and power supply before booking the full programme. Sound equipment, lighting and extension cables need a safe layout, not just a place near the stage.
Send invitations early enough to process registrations and collect dietary requirements before buying food. Portion fruit and snacks only after you know the expected attendance.
Assign volunteers to specific jobs and times, including loading, unloading, registration, artist support and safety checks. A named replacement for each key role prevents delays when someone is absent.
Complete the floor plan and run sheet before the final artist briefing. Include the stage programme, audience areas, tables, chairs, signs and clear routes for cables and emergency access.
Check the weather forecast in the final week and again on the morning of the festival. Prepare party tents, portable fans, LED lamps and flashlights according to the conditions and the venue layout.

Frequently asked questions

How far in advance should I organise a children’s music festival?: Start planning at least 12 weeks ahead. Set the date, check the venue and permits, book musicians, and reserve materials first; invitations and registrations can follow once the programme is taking shape.
When should I send invitations for a children’s music festival?: Send invitations about 6 to 8 weeks before the festival. Keep registration open long enough to confirm numbers and collect dietary requirements before shopping and preparing snacks.
How many volunteers do I need for a children’s music festival?: The number depends on attendance and the venue, but assign volunteers to every operational area at least 2 weeks before the event. Cover registration, artist support, loading, safety and clean-up, with one named backup for each critical role.
What should I prepare the day before a children’s music festival?: Pack and label materials, confirm the artist briefing, check the shopping list, chill drinks and prepare signs at least 1 day before opening. On the morning itself, allow time to open the venue, unload equipment and complete the safety check before guests arrive.

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.