How to organise a Harmony festival

A Harmony festival brings brass bands, shared performances and informal time around the programme together, so the order of planning matters. Start with the date, participating bands and venue before you commit to promotion or ticket sales. Then build the schedule around each band’s technical needs, map power and cable routes, and arrange catering, volunteers and entrance procedures. The details most often missed are permits, dietary requirements, instrument seating, weather cover and enough time for sound checks.

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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
Set the festival date and program
2 people
2
Confirm participating brass bands
2 people
3
Reserve the venue and play areas
2 people
4
Check permits and notifications
2 people
5
Set the budget and ticket price
2 people
6
Collect artist information
2 people
7
Gather technical requirements
2 people
8
Schedule performances
2 people
9
Send invitations
3 people
10
Post promotion on social media
2 people
11
Distribute posters
4 people
12
Process registrations
2 people
13
Collect dietary requirements
2 people
14
Assign volunteers
2 people
15
Calculate catering quantities
2 people
16
Reserve catering supplies
2 people
17
Reserve audio equipment
2 people
18
Determine power points and cable route
2 people
19
Create a site map
2 people
20
Prepare signage
2 people
21
Print program flyers
2 people
22
Create entrance and cash procedures
2 people
23
Check the weather forecast
24
Do the shopping
4 people
25
Chill drinks
3 people
26
Prepare snacks
5 people
27
Bring materials to the venue
4 people
28
Inspect the grounds
2 people
29
Set up tables and chairs
6 people
30
Build party tents
6 people
31
Place stage sections safely
4 people
32
Set up the sound system
4 people
33
Connect microphones
2 people
34
Secure power and cables
3 people
35
Set up the instrument room
3 people
36
Build the catering buffet
4 people
37
Set up the bar and drink stations
4 people
38
Set up the cash register and entrance
2 people
39
Check and restock toilets
2 people
40
Hang decorations
3 people
41
Set up signage
2 people
42
Lay out the programs
2 people
43
Brief volunteers
3 people

Event

44
Welcome performers
3 people
45
Run the sound check
4 people
46
Open the entrance
3 people
47
Welcome visitors
4 people
48
Give the opening speech
49
Guide the performances
3 people
50
Announce artists in time
51
Coordinate stage changes
4 people
52
Manage admission and wristbands
3 people
53
Serve coffee and tea
2 people
54
Serve snacks
3 people
55
Hand out drinks
3 people
56
Refill drinks
2 people
57
Refill buffet
2 people
58
Collect tableware and glasses
2 people
59
Empty trash bins
2 people
60
Clean the toilets in between
2 people
61
Monitor sound and lighting
2 people
62
Announce the final act
63
Guide visitors to the exit
3 people
64
Close the register
2 people

Aftercare

65
Collect instruments safely
4 people
66
Dismantle audio equipment
4 people
67
Dismantle the stage and equipment
4 people
68
Clean up catering
4 people
69
Dismantle tables and chairs
5 people
70
Dismantle party tents
6 people
71
Collect and sort waste
4 people
72
Wash dishes
3 people
73
Clean the grounds
5 people
74
Thoroughly clean the toilets
2 people
75
Remove decorations
3 people
76
Inventory materials
2 people
77
Return borrowed items
2 people
78
Store leftover stock
2 people
79
Register lost and found items
80
Deposit cash proceeds
2 people
81
Escort the performers home
2 people
82
Set aside damaged materials
2 people
83
Hand over the venue without keys
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 120
Bar stoolsqty 8
Bollardsqty 12
Stage sectionsqty 6

Tableware

Water glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 18
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 8

Equipment

Active speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 4
Speaker standsqty 4
DI boxesqty 4
Cable reelsqty 4
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12
Music standsqty 30
Instrument stoolsqty 30
Metronomesqty 4

Lighting

LED construction lightsqty 6
Mood lightingqty 8
String lightsqty 10

Decorations

Festival Flagsqty 6
Balloon archesqty 2
Tableclothsqty 16
Stage drapesqty 4
Menu boardsqty 6
Chalkboardsqty 8
Flagpolesqty 4

Catering

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Ice cube traysqty 4
Bar matsqty 4
Tea boxesqty 4
Serving trays with lidsqty 8
Cooling matsqty 8
Cash boxesqty 2
Card machinesqty 2
Wristbandsqty 300
Name stickersqty 150
Program flyersqty 300
Admission ticketsqty 300
Small change traysqty 2
Serving traysqty 12
Groceries

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand pumpsqty 8
Toilet brushesqty 4

Tips

Confirm the bands and venue before publishing the date. Ask every group for its line-up, arrival time, set length and technical requirements, then leave at least 30 minutes between performances for changeovers.
Check permits and site logistics early, ideally 8–12 weeks before the festival. Mark the stage, play areas, tents, entrance, bar, toilets, emergency access and cable routes on one site map.
Plan power and sound as one job. Count active speakers, microphones, stands, mixer inputs and DI boxes, then test cable reels, extension cords, power strips and cable mats on site before the event day.
Calculate catering from registrations, not guesses. Collect dietary requirements when people register, and arrange cups, plates, cutlery, serving equipment, coffee pots and thermos flasks at least 7 days before the festival.
Give volunteers written shifts and a short briefing. Have separate people for entrance and cash handling, artist support, catering and site checks, and make the weather decision at least 24 hours before opening.

Frequently asked questions

How far in advance should I organise a Harmony festival?: Start 3–6 months ahead if several brass bands, a public venue or permits are involved. Confirm the date, venue and bands first; promotion and registrations can follow once those are secure.
How much time should I leave between brass band performances?: Allow at least 30 minutes between sets for musicians to leave, the next group to set up and the sound team to check microphones and inputs. Add more time if bands use different stage layouts or equipment.
When should I arrange catering for a Harmony festival?: Collect registrations and dietary requirements 2–3 weeks before the event, then confirm quantities and reserve serving supplies at least 7 days ahead. Buy perishable food as late as practical, usually 1–2 days before opening.
When should I check the weather for the festival?: Check the forecast 72 hours and again 24 hours before the festival. Use the final check to confirm tents, seating, lighting, cable protection and any changes to outdoor play areas.

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