Electronic Music Festival Planning Checklist

An electronic music festival depends on more than a strong lineup. You need permits, a reliable production setup, crowd control, toilets, staffing and a clear schedule in place before doors open. Start with the date and venue, then work toward bookings, ticketing and the final site plan. This checklist covers the practical details that are easy to overlook, including artist information, cable safety, emergency contacts and last-minute stock checks.

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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
Apply for permits
2 people
Check venue requirements
2 people
Compile the music program
3 people
Confirm performers
2 people
Reserve sound system
2 people
Reserve lighting set
2 people
Reserve toilets
Reserve security
2 people
Book catering
2 people
Open ticket sales
2 people
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Collect artist information
2 people
Print the run sheet
Schedule volunteers
2 people
Collect emergency contacts
Print floor plan
Count wristbands and tickets
2 people
Check stock
2 people
Do the shopping
3 people
Collect equipment
3 people
Open venue
2 people
Inspect the site
3 people
Build stage floor
4 people
Build party tents
4 people
Set up crowd-control barriers
4 people
Set up the bar and serving area
4 people
Set up tables and chairs
4 people
Connect sound equipment
4 people
Connect lighting equipment
3 people
Test power supply
3 people
Hang up decorations
3 people
Set up banners and signage
3 people
Fill coolers
3 people
Prepare snacks
4 people
Set up bar stock
3 people
Set up the ticket counter
2 people
Set up the first aid station
2 people
Check toilets
2 people
Perform the technical sound check
4 people
Test light show
3 people

Event

Welcome performers
2 people
Open the doors
4 people
Check tickets
4 people
Hand out wristbands
3 people
Inform the audience
2 people
Start the music program
2 people
Open bar
5 people
Serve snacks
3 people
Refill drinks
3 people
Assist performers
2 people
Coordinate DJ handovers
2 people
Check the sound level
2 people
Operate light shows
2 people
Keep the grounds clean
3 people
Empty trash bins
2 people
Restock toilets
2 people
Handle first aid requests
2 people
Announce the final act
End music
2 people
Guide the audience to the exit
4 people

Aftercare

Close the bar
5 people
Switch off equipment
3 people
Collect lost and found items
2 people
Collect waste
5 people
Dismantle furniture
5 people
Remove decorations
3 people
Clean the venue
5 people
Load equipment
4 people
Hand over the site
2 people
Check borrowed items
2 people
Return equipment
3 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Stage floor
Beer tablesqty 12
Tall cocktail tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Bar blocksqty 3
Crowd barriersqty 30
Dressing room racksqty 4
Clothes hangersqty 40

Equipment

DJ table
DJ mixersqty 2
DJ media playersqty 2
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
Microphonesqty 3
DI boxesqty 2
XLR cablesqty 12
Audio cablesqty 8
Cable reelsqty 6
Extension cordsqty 12
Cable matsqty 20
Ticket scannersqty 3
Walkie-talkiesqty 8
Power banksqty 6
Megaphonesqty 2

Lighting

LED spotlightsqty 12
Moving headsqty 6
Strobesqty 2
Light standsqty 4
String lightsqty 8
Battery lanternsqty 12

Tableware

Reusable drinking cupsqty 500
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Serving traysqty 20
Serving tongsqty 10

Kitchen

Refrigeratorsqty 3
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Small bowlsqty 20
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Fire extinguishersqty 6
First aid kitsqty 2
Emergency blanketsqty 10

Decorations

Festival Flagsqty 30
Stage drapesqty 4
Balloon archesqty 2
Tableclothsqty 20
Postersqty 20
Directional signsqty 12
Wristbandsqty 400
Name stickersqty 300

Cleaning

Waste binsqty 20
Litter pickersqty 4
Broomsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 8
Sanitizer pumpsqty 8
Toilet brushesqty 6

Catering

Groceries

Tips

Confirm the venue’s power, noise, access and closing-time requirements before booking sound, lighting or catering. These restrictions can change the production plan and may affect which suppliers you need.
Build the running order around soundcheck, changeovers and opening times, not just performer set lengths. Print the final run sheet and floor plan before event day so volunteers and suppliers are working from the same version.
Check technical quantities at least 48 hours before opening. Count mixers, media players, speakers, subwoofers, monitors, DI boxes, cables, extension cords and cable mats rather than assuming the supplier’s packing list is complete.
Collect artist information and emergency contacts before the final week. Keep arrival times, technical requirements and phone numbers together so the stage team is not searching through messages during a changeover.
Plan the entrance and crowd flow before placing bars, tables, barriers and toilets. Count wristbands and tickets, schedule volunteers in shifts of around four hours, and leave time for a full venue walk-through before doors open.

Frequently asked questions

How far in advance should I organise an electronic music festival?: Start the venue, date and permit process at least six months ahead. Aim to have performers, major production suppliers and security confirmed 8 to 12 weeks before the festival.
What should I arrange first for an electronic music festival?: Confirm the date and location first, then check venue requirements and apply for permits. Once those constraints are clear, book sound, lighting, toilets, security and catering before opening ticket sales.
How much time do I need for festival setup?: Allow at least one full setup day for the stage, DJ equipment, sound system, lighting, barriers, toilets and signage. Schedule soundcheck and a complete safety walk-through several hours before doors open.
When should electronic music festival ticket sales open?: Open sales after the date, location and essential production arrangements are confirmed. A practical target is 8 to 12 weeks before the event, leaving enough time to process registrations and collect dietary or access requirements.

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.