How to organise a festival concert from first booking to final soundcheck

A festival concert needs a clear sequence: secure the date and site, book the artists, then build the programme around the practical limits of the venue. After that, handle permits, registrations, catering, parking and volunteer cover before ordering equipment. The final week is for checking the forecast, printing the run sheet, preparing wristbands and confirming every supplier. On the day, allow enough time for barriers, the stage, sound, lighting, drinks and the information desk before the first audience members 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 people
2
Book artists
2 people
3
Compile program
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Book catering
2 people
8
Reserve sound system
2 people
9
Reserve lighting
10
Schedule volunteers
2 people
11
Create parking information
12
Share route to the site
13
Check permits
2 people
14
Check the weather forecast
15
Print the run sheet
16
Print contact list
17
Do the shopping
3 people
18
Chill drinks
3 people
19
Prepare catering
4 people
20
Sort admission wristbands
2 people
21
Prepare the info desk
2 people
22
Prepare the cash register
2 people
23
Cordon off the area
4 people
24
Set up the stage
6 people
25
Set up the sound system
5 people
26
Connect microphones
3 people
27
Set up the lighting rig
4 people
28
Lay power cables
3 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up tent
5 people
32
Set up the bar
4 people
33
Set up the buffet
4 people
34
Set up the info point
2 people
35
Set up the entrance
3 people
36
Hang up decorations
3 people
37
Place waste stations
2 people
38
Check toilets
2 people
39
Test the equipment
4 people
40
Run the sound check
5 people
41
Welcome performers
2 people
42
Set up artist room
2 people
43
Give volunteer briefing
2 people

Event

44
Open the doors
6 people
45
Register visitors
4 people
46
Hand out admission wristbands
3 people
47
Inform visitors
2 people
48
Guide the performances
3 people
49
Carry out stage changes
4 people
50
Monitor sound level
2 people
51
Operate lighting
2 people
52
Open bar
4 people
53
Serve drinks
4 people
54
Refill drinks
3 people
55
Serve snacks
4 people
56
Restock the buffet
3 people
57
Collect tableware
3 people
58
Empty trash bins
2 people
59
Check toilets
2 people
60
Keep entrances clear
2 people
61
Announce the program
62
Announce the final act
63
Guide people out
4 people

Aftercare

64
Close the bar
4 people
65
Clean up catering
4 people
66
Switch off equipment
3 people
67
Tear down stage
6 people
68
Dismantle sound system
5 people
69
Dismantle Lighting Setup
4 people
70
Take down tents
5 people
71
Clear tables and chairs
4 people
72
Collect waste
5 people
73
Clean the grounds
5 people
74
Wash dishes
3 people
75
Empty the coolers
2 people
76
Inventory materials
2 people
77
Return borrowed items
2 people
78
Store leftovers
2 people
79
Return keys
80
Collect lost property

What to bring

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

Furniture

Party tentsqty 4
High tablesqty 12
Buffet tablesqty 8
Beer tablesqty 10
Chairsqty 120
Bar stoolsqty 16
Foldable tablesqty 4
Stage sectionsqty 12
Stage stepsqty 2
Crowd control barriersqty 20

Tableware

Reusable cupsqty 400
Wine glassesqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Coffee cupsqty 100

Equipment

Sound system
Mixing console
Microphonesqty 8
Microphone standsqty 8
Stage monitorsqty 4
Street organ
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 200
Gaffer tapeqty 8
Cordless drill driversqty 2
Toolboxesqty 2
Hand trucksqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 6
Battery lanternsqty 10
Flashlightsqty 6

Kitchen

Coolersqty 8
Refrigeratorsqty 2
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Drink dispensersqty 4
Bottle openersqty 8

Decorations

Buntingqty 12
Festival bannersqty 6
Directional signsqty 12
Tableclothsqty 20
Artist signsqty 8
Entrance signsqty 6
Wristbandsqty 400
Name stickersqty 250
Pensqty 30
Program leafletsqty 400
Tapeqty 10
Scissorsqty 10
Clipboardsqty 8

Catering

Groceries
Menu boardsqty 6
Price cardsqty 20
Cash registersqty 2
Payment terminalsqty 3
Cash traysqty 3
Cooling racksqty 8
Drink cratesqty 30

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2

Tips

Start with the site, date and artist availability. Confirm power access, parking, audience capacity and the stage area before you book sound, lighting or catering.
Set a registration deadline at least 7 days before the concert. Use the final list to prepare admission wristbands, collect dietary requirements and give the caterer a reliable headcount.
Create one timed run sheet for artists, volunteers, catering, soundcheck and doors. Print it together with a contact list on the day, because phone-based plans become difficult to use during setup.
Plan the site layout before delivery day. Mark the stage, crowd barriers, bar, buffet tables, information desk, parking route and cable runs so guests and suppliers do not compete for the same space.
Treat sound and power as one job, not two. Confirm the mixing console, microphones, monitors, extension cords, power strips and cable trays, then schedule a full soundcheck before doors open.

Frequently asked questions

How far in advance should I organise a festival concert?: Start at least 8 to 12 weeks ahead for a small festival concert. Use the first 2 weeks to confirm the date, site, artists and permits, leaving the final 7 days for guest numbers and supplier confirmations.
When should I book the sound system and lighting?: Book sound and lighting as soon as the artists and programme are confirmed, ideally 6 to 8 weeks before the concert. Send the supplier the stage layout, number of microphones, monitor needs and available power details.
How many volunteers do I need for a festival concert?: For a small event, plan at least 1 volunteer for every 25 to 40 guests, with separate cover for admissions, the information desk, parking and artist support. Schedule overlapping shifts of about 3 to 4 hours so key posts are not left unattended.
When should I check the weather forecast for an outdoor festival concert?: Check the forecast 7 days before the concert and again at 72, 24 and 6 hours before opening. This gives you time to adjust tents, seating, lighting, catering protection and the guest route without delaying setup.

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.