How to organise a city festival without losing control

A city festival needs more than a programme and a public space. Start by fixing the date, location and permit requirements, then build the programme around confirmed suppliers and performers. Work backwards from opening time so invitations, registrations, staffing, equipment and food are ready when needed. The final week is for checking weather, deliveries, power, toilets, security and the run sheet—not for solving basic planning decisions.

Organize this event for free with Lizzt

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
Compile program
3 people
3
Apply for permits
4
Check insurance
5
Select suppliers
2 people
6
Finalize the music program
2 people
7
Confirm performers
2 people
8
Make reservations
2 people
9
Reserve security
10
Reserve restroom facilities
11
Design invitations
2 people
12
Send invitations
2 people
13
Publish promotion
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Recruit volunteers
2 people
17
Assign volunteers
2 people
18
Print the run sheet
19
Print floor plan
20
Check the weather forecast
21
Take inventory of supplies
2 people
22
Do the shopping
3 people
23
Collect materials
2 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Prepare distribution points
3 people
27
Inspect the grounds
3 people
28
Receive deliveries
3 people
29
Set up tents
6 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Mark the stage area
3 people
33
Set up sound equipment
3 people
34
Hang lighting
3 people
35
Secure power cables
2 people
36
Hang up decorations
3 people
37
Set up the information desk
2 people
38
Set up signage
2 people
39
Place waste stations
2 people
40
Set up catering
4 people
41
Test cash registers and payment points
2 people
42
Perform sound check
3 people
43
Brief volunteers
3 people
44
Check toilets
2 people
45
Final site check
3 people

Event

46
Welcome visitors
4 people
47
Provide information
2 people
48
Guide the first program item
3 people
49
Serve snacks
4 people
50
Serve drinks
4 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets
2 people
54
Lead program segments
3 people
55
Welcome performers
2 people
56
Coordinate stage changes
3 people
57
Monitor crowd flow
3 people
58
Turn on evening lighting
2 people
59
Guide the final program item
3 people
60
See visitors out
4 people

Aftercare

61
Close the register
2 people
62
Clean up catering
4 people
63
Wash dishes
3 people
64
Collect waste
4 people
65
Clean the grounds
5 people
66
Take down tents
6 people
67
Collect furniture
4 people
68
Dismantle equipment
3 people
69
Remove decorations
3 people
70
Return materials
2 people
71
Return rental items
2 people
72
Store lost and found items
73
Hand over the venue
2 people
74
Collect supplier invoices

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Clothes racksqty 2
Stage sectionsqty 8
Checkout tablesqty 2
Parasolsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Bowlsqty 80
Knivesqty 150
Forksqty 150
Spoonsqty 100
Serving spoonsqty 12
Pitchersqty 8

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 2
Audio mixer
Speakersqty 4
Microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Party tent weightsqty 16
Transport cartsqty 3
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Spirit levelsqty 2
Measuring tapesqty 2
Crowd control barriersqty 12
Conesqty 20
Stage steps
Cash boxesqty 2
Payment terminalsqty 2
Walkie-talkiesqty 6

Lighting

LED light stringsqty 8
Work lightsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 16
Chalkboardsqty 8
Plantersqty 10
Ropeqty 2
Cable tiesqty 200

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 16
Serving tongsqty 12
Thermos flasksqty 6
Bottle openersqty 4
Ice packsqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the date and location before booking suppliers or promoting the festival. Permit applications, insurance checks and restroom reservations can take several weeks, so confirm the requirements with the local authority before publishing invitations.
Build the programme with realistic changeover time between performers. Confirm each act in writing, then place security, volunteers, microphones, speakers and stage sections around the actual running order rather than an approximate schedule.
Plan the visitor flow before ordering furniture. Mark entrances, exits, food and drink points, toilets, seating and the stage on a floor plan; print the final version together with the run sheet for volunteers and suppliers.
Treat power and weather as separate risks. Count extension cords, power strips, cable mats, lighting and covered areas in advance, then check the forecast 48 hours before opening and decide who can move tables, tents or equipment.
Finish food, drink and volunteer planning at least one day before the festival. Collect dietary requirements during registration, chill drinks early, prepare snacks in batches and give every volunteer a shift, meeting point and contact number.

Frequently asked questions

How far in advance should I organise a city festival?: Start at least 12 to 16 weeks before the event. Use the first weeks for the date, location, permits, insurance, suppliers and programme; leave the final 7 days for confirmations, shopping and operational checks.
When should I apply for a city festival permit?: Submit the permit application as soon as the date and location are fixed, preferably 8 to 12 weeks before the festival. Check whether the authority also requires an event plan, insurance certificate, safety information or a site map.
How many volunteers do I need for a city festival?: Create one named volunteer role for each active area and add at least 10% extra capacity for breaks and no-shows. For example, 20 planned positions require 22 volunteers, with a coordinator responsible for reallocating people during the day.
When should I check the weather for an outdoor city festival?: Check the forecast 7 days before the event for planning, then again 48 hours and 6 hours before opening. The 48-hour check should trigger decisions about tents, parasols, clothing, electrical protection and whether equipment needs moving indoors.

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.