Harmony Festival planning checklist

A Harmony Festival needs more than a programme and a stage. You have to confirm brass bands, secure the venue, check permits, plan power and sound, and give volunteers clear jobs. This checklist puts the work in a practical order, from setting the date and budget to chilling drinks and checking the forecast. It also helps you catch details that are often left too late, such as dietary requirements, cable routes, entrance procedures and artist information.

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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

Set the festival date and program
2 people
Confirm participating brass bands
2 people
Reserve the venue and play areas
2 people
Check permits and notifications
2 people
Set the budget and ticket price
2 people
Collect artist information
2 people
Gather technical requirements
2 people
Schedule performances
2 people
Send invitations
3 people
Post promotion on social media
2 people
Distribute posters
4 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Calculate catering quantities
2 people
Reserve catering supplies
2 people
Reserve audio equipment
2 people
Determine power points and cable route
2 people
Create a site map
2 people
Prepare signage
2 people
Print program flyers
2 people
Create entrance and cash procedures
2 people
Check the weather forecast
Do the shopping
4 people
Chill drinks
3 people
Prepare snacks
5 people
Bring materials to the venue
4 people
Inspect the grounds
2 people
Set up tables and chairs
6 people
Build party tents
6 people
Place stage sections safely
4 people
Set up the sound system
4 people
Connect microphones
2 people
Secure power and cables
3 people
Set up the instrument room
3 people
Build the catering buffet
4 people
Set up the bar and drink stations
4 people
Set up the cash register and entrance
2 people
Check and restock toilets
2 people
Hang decorations
3 people
Set up signage
2 people
Lay out the programs
2 people
Brief volunteers
3 people

Event

Welcome performers
3 people
Run the sound check
4 people
Open the entrance
3 people
Welcome visitors
4 people
Give the opening speech
Guide the performances
3 people
Announce artists in time
Coordinate stage changes
4 people
Manage admission and wristbands
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Refill buffet
2 people
Collect tableware and glasses
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Monitor sound and lighting
2 people
Announce the final act
Guide visitors to the exit
3 people
Close the register
2 people

Aftercare

Collect instruments safely
4 people
Dismantle audio equipment
4 people
Dismantle the stage and equipment
4 people
Clean up catering
4 people
Dismantle tables and chairs
5 people
Dismantle party tents
6 people
Collect and sort waste
4 people
Wash dishes
3 people
Clean the grounds
5 people
Thoroughly clean the toilets
2 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Deposit cash proceeds
2 people
Escort the performers home
2 people
Set aside damaged materials
2 people
Hand over the venue without keys
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Bollardsqty 12
Stage sectionsqty 6

Tableware

Water glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 18
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 4
Speaker standsqty 4
DI boxesqty 4
Cable reelsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music standsqty 30
Instrument stoolsqty 30
Metronomesqty 4

Lighting

LED construction lightsqty 6
Mood lightingqty 8
String lightsqty 10

Decorations

Festival Flagsqty 6
Balloon archesqty 2
Tableclothsqty 16
Stage drapesqty 4
Menu boardsqty 6
Chalkboardsqty 8
Flagpolesqty 4

Catering

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Ice cube traysqty 4
Bar matsqty 4
Tea boxesqty 4
Serving trays with lidsqty 8
Cooling matsqty 8
Cash boxesqty 2
Card machinesqty 2
Wristbandsqty 300
Name stickersqty 150
Program flyersqty 300
Admission ticketsqty 300
Small change traysqty 2
Serving traysqty 12
Groceries

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand pumpsqty 8
Toilet brushesqty 4

Tips

Set the date, programme and venue before promoting the festival. Confirm the participating brass bands and performance schedule first, then use the final details for invitations, posters and social media.
Collect technical requirements from every band as soon as they confirm. Allow at least two weeks to resolve needs for microphones, DI boxes, music stands, power points and cable routes.
Create the site map before ordering or placing equipment. Mark the stage, play areas, tents, tables, entrance, bar, cable mats, lighting and volunteer points so setup does not become guesswork.
Close registrations and dietary requests several days before the festival. Use the final attendee count to calculate catering, plates, cups, cutlery, serving equipment and drinks instead of estimating on the morning itself.
Prepare entrance and cash procedures before event day and brief volunteers in advance. Check the weather forecast 48 hours beforehand, then finish shopping, lighting and drink chilling according to the expected conditions.

Frequently asked questions

How far in advance should I organise a Harmony Festival?: Start planning at least 8 to 12 weeks ahead. Confirm the date, venue, brass bands, permits and budget first, then schedule promotion, registrations, catering and equipment.
When should I confirm the technical setup for the bands?: Collect each band’s technical requirements when they accept the invitation, ideally no later than 4 weeks before the festival. Finalise the stage layout, speakers, microphones, power points and cable route at least 2 weeks before setup.
When should I calculate food and drink quantities?: Make an initial estimate when registrations open, then recalculate 5 to 7 days before the event using the latest attendee count and dietary requirements. Chill drinks and prepare serving equipment on the final setup day.
What should I check the day before a Harmony Festival?: Check the forecast, volunteer assignments, signage, entrance and cash procedures, programme flyers, power access and the site map. Also confirm deliveries and make sure drinks, catering supplies and lighting are ready before the first band arrives.

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.