How to organise a brass music festival

A brass music festival needs more than a stage and a list of bands. Start by locking in the date and location, then handle permits, insurance and performer availability before publishing the programme. Technical planning comes next: confirm sound requirements, stage access, power and the performance schedule. In the final week, focus on registrations, catering, volunteers, weather checks and a clear run sheet so the event team knows what happens at every hour.

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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

1
Confirm date and location
2 people
2
Contact marching bands
2 people
3
Apply for permits
4
Check insurance
5
Make reservations
2 people
6
Compile program
3 people
7
Confirm performers
2 people
8
Gather technical requirements
2 people
9
Recruit volunteers
2 people
10
Send invitations
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Order catering
2 people
14
Reserve stage and sound
2 people
15
Work out the floor plan
2 people
16
Schedule performances
2 people
17
Distribute the run sheet
2 people
18
Publish promotion
2 people
19
Check the weather forecast
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare catering
3 people
23
Check materials
3 people
24
Prepare the volunteers briefing
2 people
25
Inspect the site
3 people
26
Receive deliveries
3 people
27
Set up the stage
5 people
28
Connect the sound system
3 people
29
Install lighting
3 people
30
Set up tables and chairs
5 people
31
Set up tents
5 people
32
Hang up decorations
3 people
33
Set up the bar and serving area
4 people
34
Set up the buffet
3 people
35
Check toilets
2 people
36
Clear emergency routes
2 people
37
Perform the technical sound check
4 people
38
Set up instruments
4 people
39
Brief volunteers
2 people

Event

40
Welcome performers
3 people
41
Open reception for attendees
4 people
42
Announce the program
43
Guide the first band performance
3 people
44
Serve drinks
4 people
45
Serve snacks
3 people
46
Refill drinks
3 people
47
Empty trash bins
2 people
48
Guide the second band’s performance
3 people
49
Guide the third corps performance
3 people
50
Serve food
4 people
51
Provide meals for performers
2 people
52
Answer audience questions
2 people
53
Guide the fourth corps performance
3 people
54
Assist the joint closing performance
4 people
55
Guide the audience to the exit
3 people
56
Carry out the final drink round
3 people

Aftercare

57
Turn off the sound system
2 people
58
Store food safely
2 people
59
Clean the grounds
5 people
60
Dispose of waste
3 people
61
Wash dishes
3 people
62
Dismantle furniture
5 people
63
Take down tents
5 people
64
Dismantle the stage
5 people
65
Check the equipment
3 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Return rental items
2 people
69
Collect expenses
70
Finalize artist payments
71
Register lost and found items
72
Send thank-you message
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
Chairsqty 160
Bar stoolsqty 12
Buffet tablesqty 4
Bollardsqty 12
Coat racksqty 2

Equipment

Stage
Mixing console
Speakersqty 4
Stage monitorsqty 4
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Audio cablesqty 12
Cable reelsqty 6
Extension cordsqty 12
Cable matsqty 10
Music standsqty 20
Lectern lampsqty 10

Lighting

LED light setsqty 6
Light standsqty 4
String lightsqty 4
Battery lanternsqty 8

Tableware

Reusable drinking glassesqty 220
Wine glassesqty 40
Coffee cupsqty 50
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Coolersqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6

Decorations

Festival Flagsqty 12
Bannersqty 4
Stage backdrop
Tableclothsqty 16
Program standsqty 6
Directional signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning sprayqty 6
Hand broomsqty 4
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the date, location, permits and insurance before inviting performers. Allow at least 6–8 weeks for permit and insurance checks, especially if the festival uses outdoor space or temporary party tents.
Ask every marching band for its technical requirements as soon as it is confirmed. Collect microphone, monitor, DI box, music stand and stage-space needs in one document before reserving the sound system.
Build the programme around setup and changeover time, not only playing time. Leave at least 15 minutes between bands for microphones, stands, cables and monitor levels, then distribute the final run sheet to performers and volunteers.
Plan drinks, catering and tableware from the registration numbers. Collect dietary requirements before ordering, chill drinks the day before, and keep reusable drinking glasses, plates and cutlery ready before food service begins.
Treat the final 24 hours as an inspection period. Check the weather forecast, inspect the site, test cable reels and extension cords, cover cables with cable mats, and brief volunteers before the first band arrives.

Frequently asked questions

How far in advance should I organise a brass music festival?: Start at least 3–6 months ahead. Use the first 4–6 weeks to secure the date, location, marching bands, permits and insurance, then use the remaining time for promotion, registrations, technical planning and catering.
How much time should I leave between brass bands?: Allow at least 15 minutes between performances for microphone changes, music stands, stage monitors and sound checks. If the bands use substantially different setups, allow 30 minutes and include that time in the published programme.
When should I book the stage and sound equipment?: Reserve the stage, mixing console, speakers, microphones and monitors as soon as the performers are confirmed, ideally 8–12 weeks before the festival. Send the supplier the complete technical requirements no later than 4 weeks before the event.
When should I order catering for a brass music festival?: Order catering after registrations close and dietary requirements have been collected, usually 7–10 days before the event. Keep a final attendance count and add a small buffer rather than ordering before you know how many performers, volunteers and guests will attend.

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.