City festival checklist: what to arrange and when
A city festival needs more than a programme and a stage. You must line up permits, insurance, suppliers, performers, toilets, security, power, furniture and volunteer cover in the right order. This checklist helps you move from the date and location to registrations, site setup and final food and drink preparation. Use the run sheet and floor plan to turn the plan into clear jobs for event day.
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
Compile program
3 people
Apply for permits
Check insurance
Select suppliers
2 people
Finalize the music program
2 people
Confirm performers
2 people
Make reservations
2 people
Reserve security
Reserve restroom facilities
Design invitations
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Print floor plan
Check the weather forecast
Take inventory of supplies
2 people
Do the shopping
3 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare distribution points
3 people
Inspect the grounds
3 people
Receive deliveries
3 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
4 people
Mark the stage area
3 people
Set up sound equipment
3 people
Hang lighting
3 people
Secure power cables
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up signage
2 people
Place waste stations
2 people
Set up catering
4 people
Test cash registers and payment points
2 people
Perform sound check
3 people
Brief volunteers
3 people
Check toilets
2 people
Final site check
3 people
Event
Welcome visitors
4 people
Provide information
2 people
Guide the first program item
3 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Lead program segments
3 people
Welcome performers
2 people
Coordinate stage changes
3 people
Monitor crowd flow
3 people
Turn on evening lighting
2 people
Guide the final program item
3 people
See visitors out
4 people
Aftercare
Close the register
2 people
Clean up catering
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Take down tents
6 people
Collect furniture
4 people
Dismantle equipment
3 people
Remove decorations
3 people
Return materials
2 people
Return rental items
2 people
Store lost and found items
Hand over the venue
2 people
Collect supplier invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Foldable tablesqty 12
- Folding chairsqty 80
- Beer tablesqty 8
- Bar stoolsqty 12
- Clothes racksqty 2
- Stage sectionsqty 8
- Checkout tablesqty 2
- Parasolsqty 4
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 80
- Platesqty 150
- Bowlsqty 80
- Knivesqty 150
- Forksqty 150
- Spoonsqty 100
- Serving spoonsqty 12
- Pitchersqty 8
Equipment
- Coolersqty 6
- Refrigeratorsqty 2
- Coffee machinesqty 3
- Kettlesqty 2
- Audio mixer
- Speakersqty 4
- Microphonesqty 3
- Microphone standsqty 3
- Extension cordsqty 8
- Power stripsqty 8
- Cable matsqty 12
- Party tent weightsqty 16
- Transport cartsqty 3
- Toolboxesqty 2
- Hammerqty 2
- Screwdriversqty 4
- Spirit levelsqty 2
- Measuring tapesqty 2
- Crowd control barriersqty 12
- Conesqty 20
- Stage steps
- Cash boxesqty 2
- Payment terminalsqty 2
- Walkie-talkiesqty 6
Lighting
- LED light stringsqty 8
- Work lightsqty 4
- Flashlightsqty 6
Decorations
- Buntingqty 12
- Balloonsqty 200
- Balloon pumpqty 2
- Tableclothsqty 16
- Chalkboardsqty 8
- Plantersqty 10
- Ropeqty 2
- Cable tiesqty 200
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Mixing bowlsqty 6
- Serving plattersqty 16
- Serving tongsqty 12
- Thermos flasksqty 6
- Bottle openersqty 4
- Ice packsqty 30
Cleaning
- Waste binsqty 12
- Waste binsqty 4
- Broom setsqty 4
- Floor squeegeesqty 2
- Bucketsqty 6
- Spongesqty 12
- Cleaning glovesqty 12
Catering
- Groceries
Tips
- Start with the date, location, programme and permits. Confirm the site before booking performers or suppliers, because access, capacity and local permit conditions can change what is possible.
- Book infrastructure earlier than most consumables. Party tents, stage sections, toilets, security, sound equipment and power distribution may need to be reserved several weeks before the festival.
- Create one site plan that shows the stage, audience area, bar, checkout tables, toilets, coolers, refrigerators and cable routes. Print the floor plan and give copies to suppliers and team leads.
- Set volunteer assignments before invitations and registrations close. Use the dietary requirements from registrations to plan snacks, plates, bowls, serving spoons and drinks rather than guessing on the day.
- Check the weather forecast and stock the site accordingly. Chill drinks in advance, test coffee machines and kettles, and cover extension cords and power strips with cable mats where people walk.
Frequently asked questions
- How far in advance should I organise a city festival?
- Start planning at least 3 to 6 months ahead. Confirm the date and location first, then apply for permits, check insurance and reserve suppliers, security, toilets and performers before promotion begins.
- What permits do I need for a city festival?
- The exact permits depend on the municipality, location, attendance and activities. Contact the local authority at least 8 to 12 weeks before the festival and ask about event, noise, alcohol, food and street-use requirements.
- How many volunteers do I need for a city festival?
- Set assignments by task rather than using one fixed ratio. As a starting point, plan at least one named person for each active area—such as check-in, bar, stage, toilets and supplier contact—with extra cover for breaks and busy arrival periods.
- When should I prepare drinks and snacks for a city festival?
- Buy non-perishable supplies several days beforehand and collect fresh materials as late as practical. Chill drinks on the previous day, prepare snacks on the day itself, and check the weather forecast before finalising quantities and outdoor setup.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!