Festival concert checklist

A festival concert needs more than booked artists and a stage. You also need a clear programme, permits, power, crowd control, guest information and a practical crew schedule. Start with the date, location and headline acts, then work through registrations, catering, technical production and site access. In the final 24 hours, print the run sheet and contact list, chill the drinks, prepare the catering and check that the stage, sound and lighting teams know when to 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
Book artists
2 people
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve sound system
2 people
Reserve lighting
Schedule volunteers
2 people
Create parking information
Share route to the site
Check permits
2 people
Check the weather forecast
Print the run sheet
Print contact list
Do the shopping
3 people
Chill drinks
3 people
Prepare catering
4 people
Sort admission wristbands
2 people
Prepare the info desk
2 people
Prepare the cash register
2 people
Cordon off the area
4 people
Set up the stage
6 people
Set up the sound system
5 people
Connect microphones
3 people
Set up the lighting rig
4 people
Lay power cables
3 people
Set up tables
4 people
Set up chairs
4 people
Set up tent
5 people
Set up the bar
4 people
Set up the buffet
4 people
Set up the info point
2 people
Set up the entrance
3 people
Hang up decorations
3 people
Place waste stations
2 people
Check toilets
2 people
Test the equipment
4 people
Run the sound check
5 people
Welcome performers
2 people
Set up artist room
2 people
Give volunteer briefing
2 people

Event

Open the doors
6 people
Register visitors
4 people
Hand out admission wristbands
3 people
Inform visitors
2 people
Guide the performances
3 people
Carry out stage changes
4 people
Monitor sound level
2 people
Operate lighting
2 people
Open bar
4 people
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
4 people
Restock the buffet
3 people
Collect tableware
3 people
Empty trash bins
2 people
Check toilets
2 people
Keep entrances clear
2 people
Announce the program
Announce the final act
Guide people out
4 people

Aftercare

Close the bar
4 people
Clean up catering
4 people
Switch off equipment
3 people
Tear down stage
6 people
Dismantle sound system
5 people
Dismantle Lighting Setup
4 people
Take down tents
5 people
Clear tables and chairs
4 people
Collect waste
5 people
Clean the grounds
5 people
Wash dishes
3 people
Empty the coolers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftovers
2 people
Return keys
Collect lost property

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Buffet tablesqty 8
Beer tablesqty 10
Chairsqty 120
Bar stoolsqty 16
Foldable tablesqty 4
Stage sectionsqty 12
Stage stepsqty 2
Crowd control barriersqty 20

Tableware

Reusable cupsqty 400
Wine glassesqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Coffee cupsqty 100

Equipment

Sound system
Mixing console
Microphonesqty 8
Microphone standsqty 8
Stage monitorsqty 4
Street organ
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 200
Gaffer tapeqty 8
Cordless drill driversqty 2
Toolboxesqty 2
Hand trucksqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 6
Battery lanternsqty 10
Flashlightsqty 6

Kitchen

Coolersqty 8
Refrigeratorsqty 2
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Drink dispensersqty 4
Bottle openersqty 8

Decorations

Buntingqty 12
Festival bannersqty 6
Directional signsqty 12
Tableclothsqty 20
Artist signsqty 8
Entrance signsqty 6
Wristbandsqty 400
Name stickersqty 250
Pensqty 30
Program leafletsqty 400
Tapeqty 10
Scissorsqty 10
Clipboardsqty 8

Catering

Groceries
Menu boardsqty 6
Price cardsqty 20
Cash registersqty 2
Payment terminalsqty 3
Cash traysqty 3
Cooling racksqty 8
Drink cratesqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2

Tips

Book the artists, sound system and lighting early, then build the programme around confirmed arrival times, soundchecks and performance slots. Leave a written changeover buffer between acts.
Check permits and power requirements before you confirm the site layout. Sound equipment, lighting, catering and information desks may all need separate power runs, extension cords, power strips and protected cable routes.
Send route, parking and admission information before the event, not on the morning itself. Process registrations and collect dietary requirements early enough to give the caterer a final headcount.
Prepare separate zones for the stage, audience, bar, catering and information desk. Crowd control barriers, tables, tents and wristbands should be ready before doors open, so volunteers are not still sorting access during the first performance.
Print the run sheet and contact list before the final setup day. Keep flashlights and battery lanterns available for evening work, and check microphones, stands, monitors, mixing console and stage lights during soundcheck.

Frequently asked questions

How far in advance should I plan a festival concert?: Start at least 8 to 12 weeks before the concert. Use the first weeks for the date, location, artists, permits and technical suppliers; leave the final 7 days for confirmations, shopping and weather checks.
How many volunteers do I need for a festival concert?: Plan separate coverage for admissions, the information desk, catering, parking, artist support and site changes. For a small concert, begin with 1 volunteer per active station plus 2 floating volunteers, and add people for larger crowds.
When should I set up the stage and sound system?: Schedule stage, sound and lighting setup several hours before doors open. Allow extra time for cable runs, microphone checks, monitor levels and a full soundcheck, especially when multiple artists are performing.
What should I prepare the day before a festival concert?: Finish the printed run sheet and contact list, sort admission wristbands, confirm volunteers, check the forecast and complete non-perishable shopping at least 24 hours ahead. Chill drinks and prepare catering as close to serving time as food safety allows.

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.