Comic festival checklist: what to arrange and when

A comic festival needs more than guest invitations and a printed programme. You need to coordinate artists, workshop leaders, stallholders, rooms, registrations, volunteers, equipment and catering before opening day. Start by confirming the date and venue, then build the programme and record every agreement in writing. In the final week, focus on signage, name badges, workshop materials and dietary requirements. On the day itself, allow time to set up tables, microphones, projection equipment, drinks and catering before visitors arrive.

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
Compile program
2 people
Invite comic artists
2 people
Confirm workshop leaders
2 people
Contact stallholders
2 people
Record agreements with authors
2 people
Make venue reservations
Reserve workshop rooms
Send invitations
2 people
Open online registrations
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Design promotional posters
Hang promotional posters
2 people
Publish the program online
Prepare name badges
2 people
Print signage
Set out workshop materials
2 people
Print author information
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Arrange the booth tables
3 people
Set up workshop tables
2 people
Set up exhibition walls
3 people
Hang decorations
2 people
Set up signage
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up registration desk
2 people
Build the catering buffet
3 people
Welcome authors
2 people
Receive booth holders
2 people
Register visitors
3 people
Deliver the welcome speech
Staff the information desk
2 people
Support authors
2 people
Lead the workshops
3 people
Assist with autograph signing
2 people
Announce the lectures
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Finish sales tables
2 people
See visitors out
3 people
Switch off equipment
2 people

Aftercare

Remove decorations
3 people
Clear tables and chairs
4 people
Dismantle the exhibition
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Return borrowed items
2 people
Store leftover food
2 people
Collect lost and found items
Thank participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 110
Foldable tablesqty 12
High tablesqty 4
Coat racksqty 3
Tableclothsqty 20

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop
Projector
Projection screen

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6
Kettlesqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Exhibition wallsqty 8
Poster puttyqty 6
Name badgesqty 140
Pensqty 30
Table numbersqty 20
Tapeqty 8
Ropeqty 2

Catering

Groceries

Workshop materials

Drawing paperqty 500
Sketchbooksqty 40
Pencilsqty 100
Eraserqty 50
Finelinersqty 80
Colored pencilsqty 40
Markersqty 40
Pencil sharpenersqty 20
Table easelsqty 20
Apronsqty 30

Print materials

Program flyersqty 250
Signage boardsqty 20
Registration listsqty 10
Author informationqty 100

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 12

Lighting

LED lampsqty 8
String lightsqty 6

Safety

Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 8

Registration

Cash box
Card payment terminal
Wristbandsqty 150
Clipboardsqty 6
Ballpoint pensqty 30

Tips

Confirm artists, workshop leaders and stallholders early, and record what each person has agreed to provide, their arrival time and any technical or catering requirements. This prevents last-minute gaps in the programme.
Reserve the main venue and workshop rooms before opening online registration. Publish the programme only after session times, room locations and contributor commitments are confirmed.
Recruit and assign volunteers by area rather than simply collecting names. Give separate people responsibility for registration, room support, artist information, stallholders and venue opening so no one has to cover everything at once.
Check the technical setup before festival day: speakers, microphones, stands, mixer, laptop, projector, screen, extension cords and power strips should be tested together, not just counted in boxes.
Treat catering as a timed task. Collect dietary requirements during registration, shop before the event, chill drinks in advance, and allow enough time to prepare coffee, serving platters, plates, glasses and cutlery before doors open.

Frequently asked questions

How far in advance should I organise a comic festival?: Start venue, artist and workshop planning at least 8 to 12 weeks before the festival. Open registrations only after the programme and room reservations are stable, preferably 4 to 6 weeks before the event.
How many volunteers do I need for a comic festival?: For a small one-day festival, plan on at least 1 volunteer for registration, 1 for each active workshop room, 1 for artist and stallholder support, and 1 person coordinating the floor. Add cover for breaks and busy arrival periods.
When should I publish the comic festival programme?: Publish it as soon as the schedule, rooms and contributor agreements are confirmed, ideally 4 to 6 weeks before the event. Update the online version if a session or room changes, and print signage only after the final check.
What equipment should I test before a comic festival?: Test microphones, speakers, microphone stands, the mixer, laptop, projector and projection screen together at least 1 day before opening. Also check extension cords and power strips, then repeat a quick sound and image check when the venue opens.

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.