How to organise a folk festival from the ground up

A folk festival needs more than a line-up and a field. Start by confirming the date and location, then secure musicians, permissions, insurance and essential site services before you invite anyone. Build the programme around setup, sound checks, performances, food and breaks, and give every volunteer a defined job. The details people often leave too late are power planning, toilets, dietary requirements, weather cover and clear directions for performers and guests.

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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
Book musicians
2 people
3
Compile program
2 people
4
Check permits
5
Check insurance
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Book catering
10
Reserve toilets
11
Check power supply
2 people
12
Test sound equipment
2 people
13
Inform Musicians
14
Assign volunteers
2 people
15
Send directions
16
Check the weather forecast
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Collect materials
3 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Print program boards
23
Sort wristbands
2 people
24
Inspect the grounds
2 people
25
Set up the tents
6 people
26
Mark off the stage area
3 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up buffets
4 people
30
Set up sound equipment
3 people
31
Set up instruments
3 people
32
Hang lighting
3 people
33
Hang decorations
3 people
34
Chill drinks
2 people
35
Set up coffee station
2 people
36
Set out tableware
2 people
37
Display snacks
3 people
38
Place waste stations
2 people
39
Set up information table
2 people

Event

40
Welcome performers
2 people
41
Run the sound check
3 people
42
Welcome visitors
4 people
43
Distribute program
2 people
44
Register entry
3 people
45
Guide the opening act
2 people
46
Serve snacks
3 people
47
Serve drinks
3 people
48
Refill drinks
2 people
49
Restock the buffet
3 people
50
Empty waste stations
2 people
51
Announce the program
52
Guide the performances
2 people
53
Keep the dance floor clear
2 people
54
Refill coffee and tea
2 people
55
Collect tableware
2 people
56
Artist support
2 people
57
Inform visitors about departure
2 people
58
Wrap up the final performance
2 people

Aftercare

59
Turn off the sound equipment
2 people
60
Store instruments safely
3 people
61
Pack leftover food
3 people
62
Dismantle furniture
5 people
63
Take down tents
6 people
64
Collect waste
4 people
65
Clean the grounds
4 people
66
Wash dishes
3 people
67
Inventory materials
2 people
68
Return materials
3 people
69
Collect lost and found items
70
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 4
Tablesqty 12
Chairsqty 150
Bar stoolsqty 8
Buffet tablesqty 4
Clothes racksqty 2
Coat racksqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 4
Microphone standsqty 4
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 6
DI boxesqty 3
Guitar cablesqty 6
Spare batteriesqty 24
Cable matsqty 12
Cable tiesqty 100
Duct tapeqty 6
Toolboxesqty 2

Lighting

String lightsqty 8
LED lightsqty 12
Light standsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Fabric clothsqty 8
Program boardsqty 6
Directional signsqty 10
Chalkboardsqty 4
Chalk markersqty 8
Tableclothsqty 12

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 80
Platesqty 180
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Pouring jugsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice packsqty 30
Aluminum foilqty 4
Cling filmqty 4
Storage boxesqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 4
Work glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Book the musicians before publishing the programme, and send them the final running order and arrival instructions at least 7 days before the festival. Include sound-check times, parking information and who they should contact on site.
Check permits, insurance and the power supply before committing to the layout. Test the mixer, active speakers, microphones, DI boxes, cables and extension cords at least 1 day before opening, not when the first act is waiting.
Plan the site around movement: place market stalls, buffet tables, toilets, tents and seating so guests can reach the stage without crossing service areas. Inspect the grounds on the morning of setup and mark hazards before putting out signs or bunting.
Collect dietary requirements when registrations are processed and give the caterer a final count no later than 3 days before the event. Chill drinks and prepare snacks only after you have confirmed the expected attendance and available cold storage.
Set a weather fallback before invitations go out. Put up party tents and lighting with enough time for an evening safety check, print programme boards and directional signs, and keep flashlights, spare batteries and reusable drinking glasses ready before guests arrive.

Frequently asked questions

How far in advance should I organise a folk festival?: Start at least 3 to 6 months ahead if musicians, permits and catering are involved. Confirm the date and location first, then book performers and check insurance and permissions before sending invitations.
When should I book musicians for a folk festival?: Book the main musicians 8 to 12 weeks before the festival whenever possible. Send the final programme, set times and arrival details at least 7 days beforehand, then confirm the sound-check schedule again the day before.
How many volunteers do I need for a folk festival?: Plan at least 1 volunteer for every 25 to 40 guests, plus a coordinator for each key area such as arrivals, performers, catering and the site. Give everyone their assignment and meeting point at least 3 days before the event.
When should I check the weather and set up the tents?: Check the forecast 5 to 7 days ahead and again the morning before setup. Put up tents, lighting and directional signs at least 4 hours before guests arrive, leaving time to inspect the grounds and test the power and sound equipment.

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.