Folk Festival Planning Checklist

A folk festival depends on many moving parts: performers, sound equipment, food service, volunteers and an outdoor site that must be ready on time. This checklist covers 81 planning tasks and 58 items, from confirming the date and permits to chilling drinks and inspecting the grounds. Work through it in order, then use the final checks to catch missing cables, cups, directions or dietary information 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
Check permits
Arrange insurance
Hire musicians
2 people
Compile program
2 people
Gather technical requirements
2 people
Book catering
Reserve toilets
Reserve tents and furniture
Send invitations
2 people
Process registrations
Collect dietary requirements
Send artist information
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Send directions
Check the weather forecast
Check the shopping list
2 people
Prepare performer payments
Count drink vouchers
2 people
Do the shopping
3 people
Chill drinks
2 people
Collect tableware and supplies
2 people
Inspect the grounds
2 people

Event

Receive deliveries
2 people
Cordon off the area
3 people
Set up tents
5 people
Set up stage sections
4 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Set up food stall
3 people
Connect sound equipment
3 people
Test microphones
2 people
Set up stage lighting
2 people
Tape down power cables
2 people
Hang decorations
3 people
Create the program
2 people
Set up info booth
2 people
Signpost the entrance
2 people
Check toilets
Prepare snacks
4 people
Set out coffee and tea
2 people
Set up bar stock
2 people
Welcome performers
2 people
Set up the artist dressing room
2 people
Run the sound check
4 people
Set up crowd marshals
2 people
Open the entrance
3 people
Welcome visitors
3 people
Announce the program
Guide the performances
2 people
Adjust sound level
2 people
Serve drinks
3 people
Refill drinks
2 people
Serve snacks
3 people
Empty trash bins
2 people
Restock toilets
Coordinate stage changes
2 people
Bringing drinks to performers
Announce the final act
Guide the exit
3 people
Turn off the sound equipment
2 people
Close the register
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean the bar
2 people
Clean food stall
3 people
Clean the grounds
4 people
Take down tents
5 people
Dismantle the stage
4 people
Pack audio equipment
3 people
Stack furniture
3 people
Return materials
2 people
Return rented items
2 people
Store leftover stock
2 people
Pay performers
Collect invoices
Handle the deposit and keys
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 10
Folding chairsqty 120
Bar stoolsqty 8
Stage sectionsqty 12
Changing room chairsqty 12

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 200
Forksqty 200
Knivesqty 200
Spoonsqty 100
Serving plattersqty 20
Serving tongsqty 12

Equipment

Active speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 4
XLR cablesqty 10
DI boxesqty 4
Headphonesqty 2
Music standsqty 8
Extension cordsqty 6
Power stripsqty 10
Cable traysqty 12

Lighting

LED spotlightsqty 8
String lightsqty 8
Battery lanternsqty 12

Decorations

Buntingqty 10
Festival postersqty 20
Program standsqty 6
Tableclothsqty 16
Flower arrangementsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 6
Frying pansqty 4
Serving spoonsqty 8
Bottle openersqty 6
Serving traysqty 8

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Vouchersqty 800
Cash boxqty 2
Menu boardsqty 6
Refrigerated display casesqty 2
Water dispensersqty 3
Performer cupsqty 30
Groceries

Tips

Confirm the date and location before booking musicians, catering, toilets, tents or furniture. Check permit and insurance requirements early, because approvals can take several weeks.
Build the programme around the musicians’ technical needs. Collect requirements for microphones, stands, speakers, mixer channels, DI boxes and power before the equipment is hired or transported.
Set a clear registration deadline for dietary requirements and volunteer availability. Send artist information and directions before the event, rather than relying on messages sent on the day.
Plan the site layout on paper, including the stage, changing area, bar, catering tables, toilets, seating and cable routes. Keep extension cords and power strips away from walkways with cable trays.
Use the final 24 hours for practical checks: review the weather forecast, inspect the grounds, chill drinks, count drink vouchers, check the shopping list and prepare performer payments.

Frequently asked questions

How far in advance should I start organising a folk festival?: Start at least 8 to 12 weeks before the festival. Confirm the date and location first, then allow time for permits, insurance, musicians, catering, toilets, equipment and volunteer scheduling.
When should I book folk festival musicians and technical equipment?: Book musicians and core sound equipment around 8 weeks ahead where possible. Collect each performer’s technical requirements at least 4 weeks before the event so the mixer, microphones, DI boxes, stands and cables match the programme.
When should guests submit dietary requirements?: Set the registration deadline 10 to 14 days before the festival. This gives catering enough time to plan portions and alternatives, and gives you time to follow up with anyone who has not provided complete information.
What should I check the day before a folk festival?: The day before, check the forecast, shopping list, drinks, tableware, vouchers and performer payments. Also inspect the grounds and confirm that tents, furniture, toilets, lighting, power leads and cable protection are ready for setup.

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.