How to organise a circus festival from start to finish

A circus festival needs more than performers and a tent: the programme, audience flow, safety arrangements and equipment all have to work together. Start by fixing the date and location, then secure performers, permits and insurance before inviting visitors. Build the timetable around performances and workshops, with enough time for movement between activities. In the final week, check materials, catering, volunteers, power and the weather backup plan so small omissions do not disrupt the day.

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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
Book circus performers
2 people
3
Apply for permits
4
Check insurance
5
Compile program
2 people
6
Plan performances and workshops
2 people
7
Confirm reservations
8
Create floor plan
2 people
9
Define entry and walking routes
2 people
10
Design invitations
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Print the run sheet
17
Send artist information
18
Order catering
2 people
19
Check the shopping list
2 people
20
Inventory materials
2 people
21
Reserve materials
22
Check the weather forecast
23
Prepare the backup rain program
2 people
24
Do the shopping
3 people
25
Collect fresh produce
2 people
26
Chill drinks
2 people
27
Prepare snacks
4 people
28
Set out baking and frying products
2 people
29
Prepare name badges
2 people
30
Sort program leaflets
2 people
31
Inspect the grounds
3 people
32
Unload tables and chairs
4 people
33
Build tent and canopy
6 people
34
Roll out the circus floor
4 people
35
Set Up Circus Equipment
5 people
36
Place crowd barriers
3 people
37
Connect sound equipment
3 people
38
Hang lighting
3 people
39
Tape down power cables
2 people
40
Hang up decorations
3 people
41
Set up the registration desk
2 people
42
Set up the catering buffet
4 people
43
Set up the coffee and tea station
2 people
44
Display snacks
3 people
45
Check toilets
2 people
46
Place waste stations
2 people
47
Welcome performers
2 people
48
Set up the artists' dressing room
2 people
49
Perform sound check
3 people
50
Inspect circus equipment
3 people
51
Brief crowd guides
4 people

Event

52
Open the doors
4 people
53
Welcome visitors
4 people
54
Hand out program brochures
2 people
55
Support opening act
3 people
56
Lead circus workshops
6 people
57
Supervise children's activities
5 people
58
Serve snacks
4 people
59
Serve drinks
4 people
60
Serve coffee and tea
2 people
61
Refill drinks
2 people
62
Restock the buffet
3 people
63
Guide the audience at performances
4 people
64
Supervise the afternoon show
4 people
65
Support the evening show
4 people
66
Provide music
2 people
67
Empty trash bins
2 people
68
Clean the toilets in between
2 people
69
Clear Workshop Materials Away
3 people
70
Announce the final round
71
See visitors out
4 people
72
Turn off lights
2 people

Aftercare

73
Close catering
4 people
74
Pack leftover food
3 people
75
Collect tableware
3 people
76
Sort waste
3 people
77
Dismantle the circus equipment
5 people
78
Disconnect sound equipment
3 people
79
Remove decorations
3 people
80
Take down tents and canopy
6 people
81
Clear tables and chairs
4 people
82
Clean the grounds
5 people
83
Thoroughly clean the toilets
2 people
84
Return materials
3 people
85
Return borrowed items
2 people
86
Empty coolers
2 people
87
Wash dishes
3 people
88
Store supplies
2 people
89
Collect lost property
90
Leave venue clean
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 120
Beer tablesqty 8
Buffet tablesqty 6
Entrance desk
Dressing room racksqty 4
Clothes hangersqty 40

Circus equipment

Circus floor
Juggling ballsqty 30
Juggling scarvesqty 30
Juggling ballsqty 20
Juggling clubsqty 12
Plastic hoopsqty 20
Diabolosqty 12
Pest sticksqty 8
Walking stiltsqty 12
Balance beam
Rola-rola setqty 2
Red nosesqty 80
Stage edgesqty 8

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Bluetooth speakerqty 2

Lighting

LED spotlightsqty 8
String lightsqty 10
Battery lanternsqty 12
Spare batteriesqty 24

Decorations

Buntingqty 12
Balloon archesqty 3
Balloonsqty 300
Circus postersqty 20
Program standsqty 6
Directional signsqty 12
Tableclothsqty 18

Tableware

Reusable drinking glassesqty 350
Reusable coffee cupsqty 150
Reusable platesqty 350
Reusable cutleryqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 8
Coolersqty 8
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 20
Storage binsqty 20
Thermos bottlesqty 6
Kitchen scale

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Toilet brushesqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 6
Traffic conesqty 12
Non-slip matsqty 12
Flashlightsqty 6
Walkie-talkiesqty 8

Catering

Groceries

Tips

Set the programme before opening registrations. Separate performances from hands-on workshops and allow at least 15 minutes between activities for audience movement, equipment changes and late arrivals.
Plan the site around safety and visibility. Mark a clear entrance and walking route, keep the circus floor and balance equipment away from queues, and leave cable routes protected rather than crossing main paths.
Confirm performers and volunteers in writing at least 7 days before the festival. Send artists their arrival time, dressing-room arrangements and running order, then give each volunteer one defined position and shift.
Treat power and sound as part of the layout, not as a last-minute setup. Check speakers, mixer, wireless microphones, stands, extension cords, cable reels and LED spotlights together before event day.
Prepare the rain programme as soon as the forecast becomes uncertain, ideally 48 hours ahead. Decide which workshops can move under party tents, where tables and chairs will go, and how visitors will hear the change of plan.

Frequently asked questions

How far in advance should I book circus performers?: Book performers as soon as the date and location are confirmed, preferably 8 to 12 weeks before the festival. This gives you time to assemble a programme, send artist information and adjust the timetable if an act is unavailable.
When should I apply for permits and check insurance for a circus festival?: Start permits and insurance checks at least 8 weeks before the event. Requirements vary by location and activities, so do not wait until invitations have been sent before confirming what is covered.
How much time should I leave between circus festival activities?: Leave at least 15 minutes between workshops and performances, and 30 minutes when the circus floor or larger balance equipment must be moved. Add extra transition time during the busiest arrival and meal periods.
When should I make the weather backup plan?: Create the backup rain programme when you design the main programme, then make the final decision 48 hours before the festival using the forecast. Tell performers, volunteers and registered visitors as soon as the layout or schedule changes.

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