How to organise a city festival without losing control

A city festival involves more than booking a date and putting up tents. Start by securing the location, checking permits and building the programme before inviting visitors or confirming suppliers. Then turn the plan into a workable site layout, assign volunteers to specific areas and prepare route information, food requirements and emergency contacts. The final week is for checking stock, charging sound equipment and confirming what must be ready when the first visitors 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

1
Confirm date and location
2
Check permits
3
Make reservations
4
Compile program
2 people
5
Confirm performances
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Confirm suppliers
11
Work out the floor plan
2 people
12
Assign volunteers
13
Share route and parking information
14
Check the weather forecast
15
Print emergency numbers
16
Print floor plan
17
Prepare name badges
2 people
18
Make table signs
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Sort non-perishable stock
2 people
22
Store chilled products
2 people
23
Collect materials
3 people
24
Charge equipment
25
Set up tents
4 people
26
Set Up Barrier Tape
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Clear the stage area
2 people
30
Set up sound equipment
3 people
31
Test microphones
2 people
32
Set up lighting
3 people
33
Tape down power cables
2 people
34
Hang decorations
3 people
35
Put up the information board
36
Signpost the entrance
2 people
37
Set up food stall
3 people
38
Set up the drinks station
2 people
39
Chill drinks
2 people
40
Prepare snacks
4 people
41
Prepare sandwiches
3 people
42
Set out coffee and tea
2 people
43
Place waste stations
2 people
44
Check toilets
2 people
45
Lay out the first aid kit

Event

46
Check in volunteers
2 people
47
Brief volunteers
2 people
48
Hang up the program clearly
2 people
49
Welcome visitors
4 people
50
Provide information
2 people
51
Serve snacks
4 people
52
Hand out drinks
3 people
53
Serve coffee and tea
2 people
54
Guide the performances
2 people
55
Play music
56
Refill drinks
2 people
57
Refill snacks
2 people
58
Empty trash bins
2 people
59
Keep tables clean
2 people
60
Check toilets periodically
61
Check stock
62
Announce the final round
63
See visitors out
4 people

Aftercare

64
Turn Off Power
2 people
65
Chill perishable stock
2 people
66
Collect waste
4 people
67
Collect tableware
3 people
68
Dismantle furniture
5 people
69
Remove decorations
3 people
70
Dismantle audio equipment
3 people
71
Take down tents
4 people
72
Clean the grounds
5 people
73
Wash dishes
3 people
74
Inventory materials
2 people
75
Clean materials
3 people
76
Charge equipment
77
Return rental items
2 people
78
Register lost and found items
79
Store leftover stock
2 people
80
Dispose of waste
2 people
81
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Coolersqty 6
Transport cartsqty 2

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 150
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12
Pouring jugsqty 10

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 20
Stage drapesqty 4
Pavement signsqty 6
Directional arrowsqty 12
Name badgesqty 80
Badge holdersqty 60

Equipment

Active speakersqty 2
Microphonesqty 3
Mixer
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Power banksqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Lamp Standsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 8
Serving tongsqty 10
Kitchen apronsqty 8
Towelsqty 20

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Trash binsqty 4
Hand sanitizer dispensersqty 8
Toilet brushesqty 4
Bucketsqty 6
Mopsqty 6
Cleaning glovesqty 12
First aid kitsqty 2

Catering

Drink dispensersqty 4
Ice cube traysqty 4
Thermos flasksqty 6
Buffet traysqty 12
Bread basketsqty 6
Stock cratesqty 12
Ice packsqty 24
Cash boxesqty 2
Card machinesqty 2
Menusqty 12
Price sign holdersqty 12
Groceries

Tips

Start with the date, location and permits. Confirm the site before making reservations or announcing the festival, and allow at least 8–12 weeks for permit checks if the process is unfamiliar.
Build the programme before recruiting volunteers. List each performance with its arrival time, sound requirements and finish time, then assign people to welcome guests, support performers and manage the site.
Draw the floor plan around movement, not just appearance. Mark the stage, buffet and bar areas, tables, chairs, tents, coolers and clear routes; print one copy for the team and keep another at the information point.
Confirm practical details with every supplier 7 days before the festival. Check delivery times, quantities, access for transport carts and where equipment such as speakers, microphones, mixers and stands will be placed.
Finish the small items two days early. Print emergency numbers, name badges, table signs, route information and directional arrows before shopping and setup, so last-minute work is limited to chilled products and final weather checks.

Frequently asked questions

How far in advance should I plan a city festival?: Begin at least 8–12 weeks before the festival. Use the first two weeks to confirm the date, location and permits, then allow time for the programme, suppliers, volunteers and visitor registrations.
When should I confirm performers and suppliers for a city festival?: Confirm performers and key suppliers at least 4 weeks before the event. Reconfirm arrival times, quantities, access and technical needs 7 days before the festival.
How many volunteers do I need for a city festival?: There is no fixed number without knowing the visitor count, but plan one named volunteer for every essential role or shift. Create the rota at least 2 weeks ahead and keep 1–2 people available as cover on the day.
When should I set up tents, tables and sound equipment?: Set up tents and the main furniture before the programme starts, ideally on the morning of the festival or the previous day if the site allows it. Charge and test speakers, microphones and the mixer at least 24 hours beforehand, then run a final sound check 2–3 hours before opening.

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.