Comedy festival checklist: what to arrange and when

A comedy festival involves more than booking comedians and putting out chairs. You need to lock in the date and venue first, then coordinate performers, permits, insurance, technical equipment, ticket sales and promotion. In the final week, confirm dietary requirements, transport, volunteers and deliveries. On the day, allow time to open the venue, test microphones and speakers, chill drinks, prepare snacks and print the run sheet before guests arrive.

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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
2 people
Select performers
3 people
Book performers
2 people
Create the program and schedule
2 people
Check permits
Check insurance
Arrange artist transport
2 people
Reserve technical equipment and materials
2 people
Order catering
2 people
Send invitations
2 people
Open ticket sales
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Send artist information
Schedule volunteers
2 people
Print the run sheet
Prepare name badges
2 people
Prepare meal vouchers
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check deliveries
2 people
Set up the stage
4 people
Connect the sound system
3 people
Test microphones
2 people
Set up lighting
2 people
Set up chairs and tables
4 people
Set up the entrance and queue
2 people
Hang up decorations
2 people
Set up the bar and catering
3 people
Display snacks
2 people
Hold crew briefing
8 people

Event

Welcome performers
2 people
Have the performers do a sound check
2 people
Welcome visitors
4 people
Check tickets
3 people
Announce the program
Facilitate the first comedy block
2 people
Serve break drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Guide the second comedy block
2 people
Lead the evening break
3 people
Support the third comedy block
2 people
Guide the audience and artists
3 people
Announce the final
Support the final comedy block
2 people
Thank the performers
2 people
Ensure visitors leave safely
4 people

Aftercare

Close the cash register and tally the proceeds
2 people
Clear away bar and catering
3 people
Collect waste
3 people
Wash dishes and glasses
3 people
Turn off the sound equipment
2 people
Remove decorations
2 people
Put furniture back
4 people
Clean the venue
4 people
Dismantle technical equipment
3 people
Inventory materials
2 people
Return borrowed items
2 people
Collect lost property
Check out artists
2 people
Collect invoices and receipts

What to bring

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

Furniture

Stage sectionsqty 6
High tablesqty 12
Guest chairsqty 160
Foldable tablesqty 10
Bar stoolsqty 8
Coat racksqty 3

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Laptop
Audio cablesqty 10
Extension cordsqty 8
Power stripsqty 6
Cash register tabletsqty 2
Card machinesqty 2
Power banksqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 8
Light standsqty 2

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180

Kitchen

Coolersqty 6
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Tongs and serving spoonsqty 8

Decorations

Festival postersqty 20
Stage backdrop
Tableclothsqty 12
Artist signsqty 6
Directional signsqty 10

Catering

Groceries

Cleaning

Trash binsqty 12
Waste sorting stickersqty 12
Broom and dustpanqty 3
Mop setsqty 2
Cleaning glovesqty 8

Organization

Wristbandsqty 200
Name badgesqty 30
Badge holdersqty 30
Program flyersqty 200
Vouchersqty 1000
Pensqty 20
Clipboardsqty 8
Cash register storage cratesqty 2

Safety

Flashlightsqty 6
Safety vestsqty 8
Cable matsqty 12
Fire extinguishersqty 2
First aid kitsqty 2
Earplugsqty 50

Tips

Start with the date, venue and performers. Confirm the location before announcing the programme, and book performers early enough to leave time for contracts, travel arrangements and artist information.
Build the programme around realistic changeover times. Allow a short buffer between acts for microphone checks, introductions and audience movement instead of scheduling every minute back to back.
Test the full sound setup before doors open. Check the mixer, wireless microphones, active speakers, DI box, audio cables, extension cords and power strips together, not as separate items.
Treat catering and refreshments as a timed task. Collect dietary requirements before placing the order, then chill drinks and prepare snacks after deliveries have been checked and before volunteers become busy with arrivals.
Print the run sheet and prepare badges and meal vouchers before the event day. Give volunteers clear shifts and keep one person responsible for last-minute questions about artists, catering and technical issues.

Frequently asked questions

How far in advance should I organise a comedy festival?: Start planning at least 3 to 6 months ahead. That gives you time to confirm the venue, book performers, check permits and insurance, arrange transport, and prepare ticket sales and promotion.
When should I open ticket sales for a comedy festival?: Open ticket sales as soon as the date, venue and initial programme are confirmed, usually 6 to 10 weeks before the festival. Keep registrations updated and collect dietary requirements before ordering catering.
How much time should I allow for comedy festival sound checks?: Allow at least 60 to 90 minutes for the complete sound check before doors open. Test every microphone, speaker, cable, stand and input with the mixer, and leave extra time if several performers share the programme.
What should be done on the morning of a comedy festival?: Open the venue, check deliveries, set up the stage, seating, tables, coat racks and lighting, then test the technical equipment. Finish chilling drinks, preparing snacks, printing the run sheet and briefing volunteers at least 30 minutes 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.