Folklore festival checklist: what to arrange and when

A folklore festival needs more than confirmed performers and a printed programme. You also need permits, market stalls, demonstrations, catering, volunteer cover, technical equipment and clear visitor information. Start with the date, location and permissions, then lock in groups and build the schedule before ordering print materials. In the final week, confirm deliveries, dietary requirements, power needs and parking details. This checklist follows the work from first decisions through opening the site.

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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 the festival date and location
2 people
Check permits
Select the performing groups
2 people
Confirm performances definitively
Create the program and schedule
2 people
Gather technical requirements
Book market stalls and demonstrations
2 people
Make catering arrangements
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish audience information
Create route and parking information
Order print materials
Print plates and program cards
2 people
Confirm deliveries
Do the shopping
3 people
Collect fresh produce
2 people
Open venue
2 people
Inspect the site
2 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Set up tents
4 people
Check the stage floor
2 people
Connect sound equipment
3 people
Test microphones
2 people
Install lighting
2 people
Hang decorations
3 people
Place flags and signage
2 people
Set up the information desk
2 people
Set up the cash register and payment point
2 people
Prepare catering
4 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Set up waste stations
2 people
Check toilets
Brief volunteers
2 people

Event

Welcome performers
2 people
Soundcheck performances
3 people
Staff the info desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Give the opening speech
Support the first performance
3 people
Coordinate folk dance demonstrations
3 people
Supervise children's activities
3 people
Lead dance workshops
3 people
Staff the market square
2 people
Serve snacks
4 people
Serve hot meal
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Keep buffet clean
2 people
Empty trash bins
2 people
Clean the toilets in between
Announce performances
Guide evening performances
3 people
Answer audience questions
Wrap up the final performance
3 people
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Catering breakdown
4 people
Wash dishes
3 people
Turn off the sound equipment
2 people
Turn off lighting system
2 people
Remove decorations
3 people
Dismantle market stalls and tents
4 people
Clear tables and chairs
4 people
Clear litter from the grounds
4 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food
2 people
Dispose of waste
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 6
Changing boothsqty 2

Equipment

Sound system
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Battery lanternsqty 10

Decorations

Buntingqty 12
National flagsqty 10
Colorful clothsqty 12
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 8
Photo backdrop

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Wine glassesqty 60
Coffee cupsqty 80
Cutlery setsqty 180
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 8
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Water jugsqty 12
Induction hobsqty 2
Cooking potsqty 4
Towelsqty 20

Sports equipment

Children's craft tablesqty 3
Craft chairsqty 18
Skipping ropesqty 8
Wooden game materialsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 4
Cleaning spraysqty 4
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Check permits and the venue before confirming the date publicly. Allow at least 8–12 weeks for permissions, especially if the festival uses outdoor tents, amplified sound, food service or market stalls.
Confirm performing groups before publishing the programme, then collect their arrival times, set lengths and technical requirements. Leave 15–20 minutes between acts for changeovers and unexpected delays.
Recruit volunteers early and assign named people to arrivals, stalls, catering, visitor questions and site checks. A practical starting point is one coordinator for every 8–10 volunteers, with cover for breaks.
Order programme cards, signs and other print materials only after the schedule, route and parking information are final. Recheck every time, location and performer name before printing, ideally 7–10 days before the event.
Test the sound system, microphones, extension cords and cable mats during setup, not when the first group is ready to perform. Keep cables away from walking routes and check that tents, stalls, tables and chairs are secure before opening.

Frequently asked questions

How early should I start organising a folklore festival?: Start at least 3–6 months before the festival. Use the first 4 weeks to confirm the date, location, permits and performing groups, then build the programme and arrange stalls, catering and volunteers.
When should performers be confirmed for a folklore festival?: Confirm the main groups 8–12 weeks before the event whenever possible. Get their performance length, arrival time and technical requirements in writing before publishing the programme.
How many volunteers does a folklore festival need?: Plan for roughly one volunteer per 25–40 visitors, then add dedicated people for stage support, catering, market stalls and parking. Assign shifts of 3–4 hours so every role has reliable cover throughout the day.
When should I print the folklore festival programme?: Print programme cards and signs 7–10 days before the festival, after all performances, routes and parking details are confirmed. Keep a small digital or handwritten backup in case a last-minute change occurs.

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