City festival checklist: what to arrange and when

A city festival needs more than a programme and a few food stalls. You have to secure the date and location, check permits, confirm performers and suppliers, organise volunteers, and make the site easy to navigate. This checklist takes you from the first bookings to final setup, including details that are often left until the last day: dietary requirements, chilled storage, charged audio equipment, emergency numbers and weather-dependent plans.

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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
Check permits
Make reservations
Compile program
2 people
Confirm performances
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
Work out the floor plan
2 people
Assign volunteers
Share route and parking information
Check the weather forecast
Print emergency numbers
Print floor plan
Prepare name badges
2 people
Make table signs
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable stock
2 people
Store chilled products
2 people
Collect materials
3 people
Charge equipment
Set up tents
4 people
Set Up Barrier Tape
2 people
Set up tables
4 people
Set up chairs
4 people
Clear the stage area
2 people
Set up sound equipment
3 people
Test microphones
2 people
Set up lighting
3 people
Tape down power cables
2 people
Hang decorations
3 people
Put up the information board
Signpost the entrance
2 people
Set up food stall
3 people
Set up the drinks station
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Place waste stations
2 people
Check toilets
2 people
Lay out the first aid kit

Event

Check in volunteers
2 people
Brief volunteers
2 people
Hang up the program clearly
2 people
Welcome visitors
4 people
Provide information
2 people
Serve snacks
4 people
Hand out drinks
3 people
Serve coffee and tea
2 people
Guide the performances
2 people
Play music
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets periodically
Check stock
Announce the final round
See visitors out
4 people

Aftercare

Turn Off Power
2 people
Chill perishable stock
2 people
Collect waste
4 people
Collect tableware
3 people
Dismantle furniture
5 people
Remove decorations
3 people
Dismantle audio equipment
3 people
Take down tents
4 people
Clean the grounds
5 people
Wash dishes
3 people
Inventory materials
2 people
Clean materials
3 people
Charge equipment
Return rental items
2 people
Register lost and found items
Store leftover stock
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Coolersqty 6
Transport cartsqty 2

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 150
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Pouring jugsqty 10

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 20
Stage drapesqty 4
Pavement signsqty 6
Directional arrowsqty 12
Name badgesqty 80
Badge holdersqty 60

Equipment

Active speakersqty 2
Microphonesqty 3
Mixer
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Power banksqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Lamp Standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Serving tongsqty 10
Kitchen apronsqty 8
Towelsqty 20

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Trash binsqty 4
Hand sanitizer dispensersqty 8
Toilet brushesqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
First aid kitsqty 2

Catering

Drink dispensersqty 4
Ice cube traysqty 4
Thermos flasksqty 6
Buffet traysqty 12
Bread basketsqty 6
Stock cratesqty 12
Ice packsqty 24
Cash boxesqty 2
Card machinesqty 2
Menusqty 12
Price sign holdersqty 12
Groceries

Tips

Start with the date, location and permits before confirming performances or sending invitations. Permit requirements can affect capacity, sound equipment, trading arrangements and the layout, so allow several weeks for checks and approvals.
Build the programme around realistic changeover times. Add at least 15 minutes between performances if the stage, microphones, mixer or active speakers need to be moved or tested.
Assign volunteers to specific shifts and areas rather than keeping one general list. Cover registration, directions, food service, supplier arrivals and the closing period, with names and phone numbers printed on the floor plan.
Plan the visitor route before ordering signs and furniture. Mark entrances, registration, toilets, food and drink areas, the stage, parking information and emergency access, then prepare directional arrows and pavement signs that can be seen from a distance.
Finish the final stock and equipment check at least one day before the festival. Store chilled products correctly, sort non-perishables, charge microphones and speakers, and keep transport carts available for moving tents, tables, chairs and coolers during setup.

Frequently asked questions

How far in advance should I organise a city festival?: Start planning at least 8 to 12 weeks ahead. Use the first 2 weeks for the date, location and permit checks, then confirm the programme, suppliers, volunteers and visitor information.
When should I check permits for a city festival?: Check permits as soon as the location and date are being considered, ideally 8 to 12 weeks before the event. Do not wait until the programme or invitations are finished, because approval conditions may change the site plan.
How many volunteers do I need for a city festival?: Set up one named volunteer role for each active area and shift, then add at least 10% extra cover for breaks and no-shows. A small festival may need separate people for registration, directions, stage support, food service and closing.
When should I set up tents, tables and audio equipment?: Complete the main site setup on the day before if the location allows it; otherwise start several hours before visitors arrive. Test the mixer, microphones and active speakers after they are placed, not only when they are still packed.

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.