How to organise a comedy festival

Start by fixing the date and venue, then build the programme around confirmed performers and realistic changeover times. Check permits and insurance before you open ticket sales, and reserve the stage, sound and lighting equipment early. The final weeks are mainly about communication: send artists their information, process registrations, collect dietary requirements and schedule volunteers. On the day, use a printed run sheet so performers, technicians and front-of-house staff know what happens next.

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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
Select performers
3 people
3
Book performers
2 people
4
Create the program and schedule
2 people
5
Check permits
6
Check insurance
7
Arrange artist transport
2 people
8
Reserve technical equipment and materials
2 people
9
Order catering
2 people
10
Send invitations
2 people
11
Open ticket sales
12
Post promotion online
2 people
13
Distribute posters
3 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Send artist information
17
Schedule volunteers
2 people
18
Print the run sheet
19
Prepare name badges
2 people
20
Prepare meal vouchers
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Open venue
2 people
25
Check deliveries
2 people
26
Set up the stage
4 people
27
Connect the sound system
3 people
28
Test microphones
2 people
29
Set up lighting
2 people
30
Set up chairs and tables
4 people
31
Set up the entrance and queue
2 people
32
Hang up decorations
2 people
33
Set up the bar and catering
3 people
34
Display snacks
2 people
35
Hold crew briefing
8 people

Event

36
Welcome performers
2 people
37
Have the performers do a sound check
2 people
38
Welcome visitors
4 people
39
Check tickets
3 people
40
Announce the program
41
Facilitate the first comedy block
2 people
42
Serve break drinks
4 people
43
Refill drinks
2 people
44
Refill snacks
2 people
45
Guide the second comedy block
2 people
46
Lead the evening break
3 people
47
Support the third comedy block
2 people
48
Guide the audience and artists
3 people
49
Announce the final
50
Support the final comedy block
2 people
51
Thank the performers
2 people
52
Ensure visitors leave safely
4 people

Aftercare

53
Close the cash register and tally the proceeds
2 people
54
Clear away bar and catering
3 people
55
Collect waste
3 people
56
Wash dishes and glasses
3 people
57
Turn off the sound equipment
2 people
58
Remove decorations
2 people
59
Put furniture back
4 people
60
Clean the venue
4 people
61
Dismantle technical equipment
3 people
62
Inventory materials
2 people
63
Return borrowed items
2 people
64
Collect lost property
65
Check out artists
2 people
66
Collect invoices and receipts

What to bring

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

Furniture

Stage sectionsqty 6
High tablesqty 12
Guest chairsqty 160
Foldable tablesqty 10
Bar stoolsqty 8
Coat racksqty 3

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI box
Laptop
Audio cablesqty 10
Extension cordsqty 8
Power stripsqty 6
Cash register tabletsqty 2
Card machinesqty 2
Power banksqty 4

Lighting

LED spotlightsqty 6
Mood lightingqty 8
Light standsqty 2

Tableware

Water glassesqty 180
Wine glassesqty 120
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180

Kitchen

Coolersqty 6
Ice containersqty 3
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Cutting boardsqty 3
Kitchen knivesqty 3
Tongs and serving spoonsqty 8

Decorations

Festival postersqty 20
Stage backdrop
Tableclothsqty 12
Artist signsqty 6
Directional signsqty 10

Catering

Groceries

Cleaning

Trash binsqty 12
Waste sorting stickersqty 12
Broom and dustpanqty 3
Mop setsqty 2
Cleaning glovesqty 8

Organization

Wristbandsqty 200
Name badgesqty 30
Badge holdersqty 30
Program flyersqty 200
Vouchersqty 1000
Pensqty 20
Clipboardsqty 8
Cash register storage cratesqty 2

Safety

Flashlightsqty 6
Safety vestsqty 8
Cable matsqty 12
Fire extinguishersqty 2
First aid kitsqty 2
Earplugsqty 50

Tips

Book performers before publishing the programme, then allow at least 15 minutes between acts if the stage, microphones or seating need to be reset. Confirm arrival times and transport for every artist in writing.
Check permits and insurance as soon as the date and location are confirmed. Do not wait until ticket sales open: approval delays can affect the programme, capacity and venue access.
Reserve technical equipment early, including active speakers, a mixer, wireless microphones, microphone stands, DI boxes, audio cables and extension cords. Test the complete setup before doors open, not just the individual pieces.
Set a clear registration deadline for dietary requirements and meal vouchers, ideally 5 to 7 days before the festival. This gives catering time to prepare and prevents volunteers from guessing who needs a special meal.
Prepare one printed run sheet for each key team member and schedule volunteer shifts with overlap at opening and closing. Those are the periods when deliveries, coat racks, name badges, drinks and guest questions tend to arrive at once.

Frequently asked questions

How far in advance should I organise a comedy festival?: Start 6 to 9 months ahead if you need several performers, a venue and ticket sales. Confirm the date, location and main acts first; permits, insurance and technical bookings should follow within the next 2 to 4 weeks.
How long should a comedy festival set be?: Allow about 15 to 25 minutes for an individual comedian and schedule 10 to 15 minutes for transitions when needed. Build the full programme backwards from your planned closing time, including breaks and technical checks.
When should I open ticket sales for a comedy festival?: Open sales once the date, venue, core programme and capacity are confirmed, usually 8 to 12 weeks before the event. Keep a registration list and set a deadline for dietary requirements at least 5 days before the festival.
What sound equipment do I need for a comedy festival?: Plan for active speakers, a mixer, wireless microphones, microphone stands, a DI box, a laptop, audio cables, extension cords and power strips. Complete a soundcheck at least 2 hours before doors open, with the microphones tested from the performance area.

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.