How to organise a comic festival without losing track

Start by fixing the date and venue, then build the programme around artists, workshops and stallholders. Confirm agreements in writing before you publish anything, especially with authors and workshop leaders. Once registrations open, track attendance and dietary requirements while recruiting volunteers for set-up, rooms and visitor support. In the final week, print badges and signage, check the sound and projection equipment, and prepare workshop materials. On the day, open the venue early enough to set up tables, exhibition walls, catering and registration before 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
Compile program
2 people
3
Invite comic artists
2 people
4
Confirm workshop leaders
2 people
5
Contact stallholders
2 people
6
Record agreements with authors
2 people
7
Make venue reservations
8
Reserve workshop rooms
9
Send invitations
2 people
10
Open online registrations
11
Process registrations
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Assign volunteers
2 people
15
Design promotional posters
16
Hang promotional posters
2 people
17
Publish the program online
18
Prepare name badges
2 people
19
Print signage
20
Set out workshop materials
2 people
21
Print author information
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare catering
3 people

Event

25
Open venue
2 people
26
Set up tables and chairs
4 people
27
Arrange the booth tables
3 people
28
Set up workshop tables
2 people
29
Set up exhibition walls
3 people
30
Hang decorations
2 people
31
Set up signage
2 people
32
Connect the sound system
2 people
33
Test microphones
2 people
34
Set up registration desk
2 people
35
Build the catering buffet
3 people
36
Welcome authors
2 people
37
Receive booth holders
2 people
38
Register visitors
3 people
39
Deliver the welcome speech
40
Staff the information desk
2 people
41
Support authors
2 people
42
Lead the workshops
3 people
43
Assist with autograph signing
2 people
44
Announce the lectures
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check toilets
49
Finish sales tables
2 people
50
See visitors out
3 people
51
Switch off equipment
2 people

Aftercare

52
Remove decorations
3 people
53
Clear tables and chairs
4 people
54
Dismantle the exhibition
3 people
55
Wash dishes
3 people
56
Collect waste
3 people
57
Clean the venue
4 people
58
Return borrowed items
2 people
59
Store leftover food
2 people
60
Collect lost and found items
61
Thank participants

What to bring

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

Furniture

Tablesqty 18
Chairsqty 110
Foldable tablesqty 12
High tablesqty 4
Coat racksqty 3
Tableclothsqty 20

Equipment

Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Laptop
Projector
Projection screen

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6
Kettlesqty 3

Decorations

Buntingqty 8
Balloonsqty 100
Exhibition wallsqty 8
Poster puttyqty 6
Name badgesqty 140
Pensqty 30
Table numbersqty 20
Tapeqty 8
Ropeqty 2

Catering

Groceries

Workshop materials

Drawing paperqty 500
Sketchbooksqty 40
Pencilsqty 100
Eraserqty 50
Finelinersqty 80
Colored pencilsqty 40
Markersqty 40
Pencil sharpenersqty 20
Table easelsqty 20
Apronsqty 30

Print materials

Program flyersqty 250
Signage boardsqty 20
Registration listsqty 10
Author informationqty 100

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 12

Lighting

LED lampsqty 8
String lightsqty 6

Safety

Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 8

Registration

Cash box
Card payment terminal
Wristbandsqty 150
Clipboardsqty 6
Ballpoint pensqty 30

Tips

Confirm the venue and workshop rooms before inviting artists or publishing the programme. Check room capacity, access times, power points and whether the main room can handle microphones, speakers, a mixer and projection equipment.
Build the programme around fixed commitments first. Get written agreements from authors and workshop leaders, then leave at least 2 weeks for stallholder confirmations, registrations and a final online programme.
Set a registration deadline for dietary requirements at least 7 days before the festival. Use the final numbers to plan plates, cups, glasses, cutlery, serving platters, pitchers and catering quantities rather than shopping from estimates.
Give volunteers named roles and shift times at least 1 week in advance. Cover registration, room changes, artist support, refreshments and closing tasks, with one person responsible for solving timetable problems.
Use the final 24 hours for checks, not major decisions: chill drinks, charge the laptop, test microphones and the projector, place signage, prepare name badges and put workshop materials in each room. Keep extension cords and power strips where the technical lead can reach them safely.

Frequently asked questions

How far in advance should I organise a comic festival?: Allow at least 3 to 6 months for a small or medium festival. Secure the date, venue and workshop rooms first, then confirm artists and leaders before opening registrations.
When should I invite comic artists and workshop leaders?: Contact them as soon as the date and venue are confirmed, ideally 10 to 12 weeks before the event. Record agreements in writing before printing posters or publishing the programme.
How many volunteers do I need for a comic festival?: Plan roughly 1 volunteer for every 25 to 40 visitors, plus separate cover for registration, workshops and technical support. Give everyone a role and shift at least 7 days before opening.
When should registrations and dietary requirements close?: Keep online registration open until 3 to 7 days before the festival, depending on catering and room limits. Close dietary requirements at least 7 days beforehand so shopping and food preparation can be adjusted.

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.