How to organise a folklore festival

A folklore festival combines performances, market stalls, demonstrations, food and visitor movement, so the order of planning matters. Start by confirming the date and venue, then check permits before booking performers or publishing details. Once the programme is taking shape, arrange technical equipment, catering, stalls and volunteers around it. The final week is for confirming deliveries, printing programme cards, checking dietary requirements and preparing route information. On the day, inspect the site before opening and allow time to set up tents, tables, sound and stalls.

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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 the festival date and location
2 people
2
Check permits
3
Select the performing groups
2 people
4
Confirm performances definitively
5
Create the program and schedule
2 people
6
Gather technical requirements
7
Book market stalls and demonstrations
2 people
8
Make catering arrangements
2 people
9
Recruit volunteers
2 people
10
Assign volunteers
2 people
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Publish audience information
15
Create route and parking information
16
Order print materials
17
Print plates and program cards
2 people
18
Confirm deliveries
19
Do the shopping
3 people
20
Collect fresh produce
2 people
21
Open venue
2 people
22
Inspect the site
2 people
23
Set up market stalls
4 people
24
Set up tables and chairs
4 people
25
Set up tents
4 people
26
Check the stage floor
2 people
27
Connect sound equipment
3 people
28
Test microphones
2 people
29
Install lighting
2 people
30
Hang decorations
3 people
31
Place flags and signage
2 people
32
Set up the information desk
2 people
33
Set up the cash register and payment point
2 people
34
Prepare catering
4 people
35
Chill drinks
2 people
36
Set out tableware and cutlery
2 people
37
Set up waste stations
2 people
38
Check toilets
39
Brief volunteers
2 people

Event

40
Welcome performers
2 people
41
Soundcheck performances
3 people
42
Staff the info desk
2 people
43
Welcome visitors
3 people
44
Distribute program
2 people
45
Give the opening speech
46
Support the first performance
3 people
47
Coordinate folk dance demonstrations
3 people
48
Supervise children's activities
3 people
49
Lead dance workshops
3 people
50
Staff the market square
2 people
51
Serve snacks
4 people
52
Serve hot meal
4 people
53
Refill drinks
2 people
54
Refill coffee and tea
2 people
55
Keep buffet clean
2 people
56
Empty trash bins
2 people
57
Clean the toilets in between
58
Announce performances
59
Guide evening performances
3 people
60
Answer audience questions
61
Wrap up the final performance
3 people
62
Guide visitors to the exit
2 people

Aftercare

63
Close the register
2 people
64
Catering breakdown
4 people
65
Wash dishes
3 people
66
Turn off the sound equipment
2 people
67
Turn off lighting system
2 people
68
Remove decorations
3 people
69
Dismantle market stalls and tents
4 people
70
Clear tables and chairs
4 people
71
Clear litter from the grounds
4 people
72
Clean the venue
3 people
73
Inventory materials
2 people
74
Return borrowed items
2 people
75
Store leftover food
2 people
76
Dispose of waste
2 people
77
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 6
Changing boothsqty 2

Equipment

Sound system
Speakersqty 2
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
Music player
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 12

Lighting

LED lampsqty 12
String lightsqty 8
Battery lanternsqty 10

Decorations

Buntingqty 12
National flagsqty 10
Colorful clothsqty 12
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 8
Photo backdrop

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Wine glassesqty 60
Coffee cupsqty 80
Cutlery setsqty 180
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coolersqty 6
Thermos flasksqty 8
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Serving tongsqty 12
Water jugsqty 12
Induction hobsqty 2
Cooking potsqty 4
Towelsqty 20

Sports equipment

Children's craft tablesqty 3
Craft chairsqty 18
Skipping ropesqty 8
Wooden game materialsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 4
Cleaning spraysqty 4
Toilet brushesqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, date and permits before making performance commitments. Permit requirements can affect opening hours, amplified sound, food service and the layout of market stalls.
Build the programme around confirmed performance times, then collect each group’s technical requirements. Check microphones, speakers, mixer, power points, extension cords and cable mats at least 7 days before the festival.
Give market stallholders and demonstration leaders a fixed arrival and setup time. Mark spaces for stalls, tents, tables and chairs so setup does not block visitor routes or the performance area.
Recruit volunteers early and assign specific shifts and duties rather than asking for general help. Cover at least opening, performer support, visitor information, catering and closing, with a named replacement for each shift.
Finish visitor information before printing: include the programme, parking, route, registration details and accessibility notes. Confirm catering quantities and dietary requirements 3 to 5 days beforehand, then check fresh produce and deliveries on the final setup day.

Frequently asked questions

How far in advance should I start organising a folklore festival?: Start at least 6 months ahead for a festival with several performing groups, stalls and catering. Use the first 4 to 6 weeks to confirm the date, venue, permits and initial performers before publishing the programme.
When should performers be confirmed for a folklore festival?: Get definitive confirmations at least 8 to 12 weeks before the event. This leaves time to build the schedule, collect technical requirements and replace a group if plans change.
How many volunteers do I need for a folklore festival?: Plan one volunteer for each active duty or area per shift, plus 2 to 3 people who can cover breaks and unexpected problems. For example, a festival with five simultaneous duties needs at least 7 to 8 volunteers per shift.
When should I check catering and dietary requirements?: Collect dietary requirements when registrations or invitations are processed, then confirm the final numbers 3 to 5 days before the festival. Check deliveries and fresh produce during setup, not after visitors arrive.

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