Circus festival checklist: what to arrange and when

A circus festival needs more than performers and props. You need a clear programme, safe routes, suitable power, changing space and enough people to keep workshops and performances moving. Start with the date, location, permits and insurance, then lock in artists and reservations before inviting visitors. This checklist also covers registrations, catering, equipment checks, volunteer assignments and a rain plan, so practical details do not get left until festival day.

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

Confirm date and location
2 people
Book circus performers
2 people
Apply for permits
Check insurance
Compile program
2 people
Plan performances and workshops
2 people
Confirm reservations
Create floor plan
2 people
Define entry and walking routes
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Send artist information
Order catering
2 people
Check the shopping list
2 people
Inventory materials
2 people
Reserve materials
Check the weather forecast
Prepare the backup rain program
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out baking and frying products
2 people
Prepare name badges
2 people
Sort program leaflets
2 people
Inspect the grounds
3 people
Unload tables and chairs
4 people
Build tent and canopy
6 people
Roll out the circus floor
4 people
Set Up Circus Equipment
5 people
Place crowd barriers
3 people
Connect sound equipment
3 people
Hang lighting
3 people
Tape down power cables
2 people
Hang up decorations
3 people
Set up the registration desk
2 people
Set up the catering buffet
4 people
Set up the coffee and tea station
2 people
Display snacks
3 people
Check toilets
2 people
Place waste stations
2 people
Welcome performers
2 people
Set up the artists' dressing room
2 people
Perform sound check
3 people
Inspect circus equipment
3 people
Brief crowd guides
4 people

Event

Open the doors
4 people
Welcome visitors
4 people
Hand out program brochures
2 people
Support opening act
3 people
Lead circus workshops
6 people
Supervise children's activities
5 people
Serve snacks
4 people
Serve drinks
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
3 people
Guide the audience at performances
4 people
Supervise the afternoon show
4 people
Support the evening show
4 people
Provide music
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Clear Workshop Materials Away
3 people
Announce the final round
See visitors out
4 people
Turn off lights
2 people

Aftercare

Close catering
4 people
Pack leftover food
3 people
Collect tableware
3 people
Sort waste
3 people
Dismantle the circus equipment
5 people
Disconnect sound equipment
3 people
Remove decorations
3 people
Take down tents and canopy
6 people
Clear tables and chairs
4 people
Clean the grounds
5 people
Thoroughly clean the toilets
2 people
Return materials
3 people
Return borrowed items
2 people
Empty coolers
2 people
Wash dishes
3 people
Store supplies
2 people
Collect lost property
Leave venue clean
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
Beer tablesqty 8
Buffet tablesqty 6
Entrance desk
Dressing room racksqty 4
Clothes hangersqty 40

Circus equipment

Circus floor
Juggling ballsqty 30
Juggling scarvesqty 30
Juggling ballsqty 20
Juggling clubsqty 12
Plastic hoopsqty 20
Diabolosqty 12
Pest sticksqty 8
Walking stiltsqty 12
Balance beam
Rola-rola setqty 2
Red nosesqty 80
Stage edgesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Bluetooth speakerqty 2

Lighting

LED spotlightsqty 8
String lightsqty 10
Battery lanternsqty 12
Spare batteriesqty 24

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Circus postersqty 20
Program standsqty 6
Directional signsqty 12
Tableclothsqty 18

Tableware

Reusable drinking glassesqty 350
Reusable coffee cupsqty 150
Reusable platesqty 350
Reusable cutleryqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Coolersqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 20
Storage binsqty 20
Thermos bottlesqty 6
Kitchen scale

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Toilet brushesqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 6
Traffic conesqty 12
Non-slip matsqty 12
Flashlightsqty 6
Walkie-talkiesqty 8

Catering

Groceries

Tips

Confirm the venue, permits and insurance before booking the full programme. Check that the site can accommodate the circus floor, performance area, tents, audience routes and workshop equipment.
Build the programme around setup and changeover time, not just performance times. Add clear gaps for moving juggling equipment, stilts, balance gear, tables and chairs between activities.
Test the sound and power plan on site at least 7 days before opening. Speakers, the mixer, wireless microphones, lighting, extension cords and cable reels should be checked together rather than discovered separately on the day.
Assign volunteers to specific stations and shifts at least 3 days before the festival. You need named cover for the entrance desk, registration, workshops, performer support, catering and route guidance.
Prepare the rain programme as soon as the weather forecast becomes relevant, ideally 48 hours before the event. Decide which performances and workshops move under party tents and how tables, chairs and equipment will be protected.

Frequently asked questions

How far in advance should I book circus performers?: Book the main performers as soon as the date and location are confirmed, preferably 8 to 12 weeks ahead. Send the final programme, access details and artist information at least 7 days before the festival.
When should I apply for a circus festival permit?: Start checking permit requirements when you choose the location, usually 8 to 12 weeks before the event. Submit the application by the authority’s deadline and do not wait until invitations have already been sent.
How much circus equipment do I need for a workshop?: Plan equipment for the maximum number of participants in one session, plus 10% spare where possible. Count juggling balls, scarves, clubs, hoops, diabolos and other items separately, and inspect every piece at least 1 day before use.
When should I send circus festival invitations?: Send invitations 4 to 6 weeks before the festival, with a registration deadline about 10 days before opening. Use the final registrations to confirm dietary requirements, workshop capacity, catering quantities and volunteer coverage.

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.