Electronic music festival checklist

An electronic music festival needs more than a DJ lineup and a sound system. This checklist takes you from confirming the date and location through permits, registrations, production, safety, catering and the final site inspection. Use it to keep suppliers, DJs and crew working to the same schedule. The detailed task and equipment lists below cover the practical work, including power routes, toilets, wristbands, lighting and waste disposal.

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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
Check permits and notifications
2 people
Compile the music program
2 people
Confirm DJ set times
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Calculate catering quantities
2 people
Reserve sound and lighting
2 people
Reserving toilets and waste disposal
2 people
Draw up a security plan
2 people
Record evacuation routes
2 people
Create a site map
2 people
Determine power outlets and cable routes
2 people
Collect emergency contacts
Order wristbands and tickets
Print the run sheet
Prepare the crew briefing
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
3 people
Portion snacks
4 people
Load equipment and materials
4 people
Inspect the grounds
3 people
Building tents and canopies
6 people
Set up stage sections
6 people
Set up the DJ booth
3 people
Connect the sound system
4 people
Test sound system
3 people
Hang the lighting rig
4 people
Program the light show
2 people
Connect power distribution
3 people
Tape down cables
3 people
Set up tables and chairs
4 people
Set up bar and serving station
4 people
Fill coolers
3 people
Prepare snacks and nibbles
3 people
Setting up the entrance and ticket check
3 people
Lay out wristbands
2 people
Marking smoke-free zones
2 people
Clear emergency exits
3 people
Check sanitary facilities
2 people
Give crew briefing
3 people

Event

Open the doors
4 people
Check tickets
4 people
Hand out wristbands
3 people
Welcome the DJs
2 people
Coordinating DJ changeovers
2 people
Check music and volume
2 people
Operate the light show
2 people
Serve drinks
5 people
Refill drinks
3 people
Serve snacks
3 people
Empty trash bins
3 people
Check toilets periodically
2 people
Check the grounds and public area
3 people
Keep first aid available
2 people
Register lost and found items
Announce the final round
End music smoothly
2 people
Guide visitors to the exit
4 people

Aftercare

Close the bar
4 people
Secure cash
2 people
Switch off equipment
3 people
Dismantling sound and lighting
5 people
Take down stage and tents
6 people
Collect furniture
4 people
Sort and dispose of waste
4 people
Wash dishes and glassware
3 people
Clean the bar and kitchen
3 people
Clean sanitary facilities
3 people
Leave the site clean and empty
5 people
Reload materials
4 people
Return borrowed materials
2 people
Process chilled goods and leftovers
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Beer tablesqty 8
Benchesqty 12
Pop-up tents for the barqty 2
Bar stoolsqty 8
Stage sectionsqty 12
Dressing room tablesqty 2
Changing room chairsqty 8

Equipment

DJ table
DJ controller
CDJ playersqty 2
DJ mixer
Main microphoneqty 2
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
DI boxesqty 4
Spare headphonesqty 2
Power stripsqty 12
Extension cordsqty 16
Cable traysqty 10
Cable reelsqty 4

Lighting

LED light barsqty 8
LED spotlightsqty 8
Strobe lightqty 2
Light standsqty 4
Mood lightingqty 12
Flashlightsqty 6

Tableware

Reusable cupsqty 300
Wine glassesqty 40
Platesqty 180
Cutlery setsqty 180
Serving bowlsqty 20
Serving spoonsqty 12
Bar measuring cupsqty 4

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Frying pansqty 2
Food warmersqty 4
Refrigeratorsqty 2

Decorations

Festival Flagsqty 20
LED garlandsqty 10
Stage drapesqty 4
Welcome sign
Site signsqty 12
Directional signsqty 10
Wristbandsqty 250
Ticket boxesqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Dustpan and brushqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4
Disinfectant spraysqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 12
Bollardsqty 20
Barrier tapeqty 6
Walkie-talkiesqty 8
Emergency lightsqty 6
Earplugsqty 250

Catering

Groceries

Tips

Lock in the venue, permits and notification deadlines before announcing the festival. Allow at least 8 weeks for permit checks, and confirm whether amplified music, late hours, temporary structures and alcohol require separate approval.
Build the production plan around the DJ timetable. Confirm each set time, soundcheck slot and changeover, then print a run sheet with contact details and keep spare headphones and a main microphone available.
Map every power and cable route before equipment arrives. Separate audio, lighting and bar loads where possible, protect crossings with cable trays, and keep extension cords and cable reels off wet ground.
Plan drinks and food by service period, not just by guest count. For the first hour, allow roughly 2–3 drinks per person, then chill stock in batches; collect dietary requirements before finalising catering quantities.
Brief the crew before doors open and inspect the grounds after setup. Walk the evacuation routes, check wristbands and tickets, test lighting and sound, and make sure security, first aid and emergency contacts know who to call.

Frequently asked questions

How far in advance should I plan an electronic music festival?: Start at least 8–12 weeks before the event. Use the first weeks for the date, location, permits, security plan and supplier bookings; leave the final 7 days for confirmations, shopping, weather checks and crew instructions.
How much sound equipment does an electronic music festival need?: The required setup depends on attendance and the venue, but a festival rig commonly includes main speakers, subwoofers, monitor speakers, a mixing console and DI boxes. Schedule a full soundcheck at least 2 hours before the first set and keep spare headphones available.
How many drinks should I buy for an electronic music festival?: For the first hour, plan on 2–3 drinks per person, then adjust for the event length, weather and whether water is freely available. Finalise quantities after registrations and dietary requirements are collected, then chill drinks in batches rather than all at once.
When should I make the site map and evacuation plan?: Create the first site map 4–6 weeks before the festival, once the main layout is known. Recheck it during setup and before doors open, including stage sections, tents, toilets, cable routes, exits and emergency access.

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