How to organise a heritage festival

A heritage festival needs more than a programme and a few stalls. Start by fixing the date and location, then build the programme around confirmed speakers, demonstrations and music. Work backwards from opening time to schedule permits, invitations, registrations, volunteer cover, deliveries and food preparation. The final week is mostly about checking details: printed programmes, name badges, weather, equipment, supplies and clearly marked tent locations.

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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
Compile program
3 people
3
Confirm heritage speakers
2 people
4
Record craft demonstrations
2 people
5
Schedule music performances
2 people
6
Check permits
2 people
7
Check insurance papers
8
Send invitations
2 people
9
Publish festival online
2 people
10
Distribute posters
4 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Make reservations
2 people
14
Assign volunteers
2 people
15
Have the program printed
16
Prepare name badges
2 people
17
Create directions
18
Check the weather forecast
19
Confirm deliveries
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Collect materials
3 people
25
Mark out tent locations
3 people
26
Build party tents
6 people
27
Set up tables and chairs
5 people
28
Set up the stage floor
4 people
29
Connect sound equipment
3 people
30
Test microphones
2 people
31
Set up the exhibition
4 people
32
Set up heritage objects
4 people
33
Place information signs
3 people
34
Set up demo tables
4 people
35
Hang decorations
3 people
36
Hang lighting
3 people
37
Set up the bar and buffet
4 people
38
Set up coffee station
2 people
39
Display snacks
3 people
40
Set up the registration table
2 people
41
Check toilets
2 people
42
Place waste stations
2 people
43
Clear the safety route
3 people
44
Brief volunteers
3 people

Event

45
Welcome visitors
4 people
46
Distribute program
2 people
47
Check off registrations
2 people
48
Announce the opening
49
Guide tours
3 people
50
Facilitate craft demonstrations
4 people
51
Supervise children's activities
4 people
52
Announce the lectures
53
Coordinate music performances
2 people
54
Serve snacks
3 people
55
Serve drinks
3 people
56
Refill drinks
2 people
57
Refill coffee and tea
2 people
58
Restock the buffet
2 people
59
Collect waste
2 people
60
Check toilets periodically
2 people
61
Check lighting level
62
Announce the final program item
63
Wave goodbye to visitors
3 people

Aftercare

64
Turn off the sound equipment
2 people
65
Clean up catering
4 people
66
Collect tableware
3 people
67
Clear tables and chairs
5 people
68
Dismantle the exhibition
4 people
69
Pack heritage objects safely
4 people
70
Remove decorations
3 people
71
Dismantle lighting
3 people
72
Take down party tents
6 people
73
Take waste to the collection point
3 people
74
Sweep the venue
3 people
75
Clean the restrooms
2 people
76
Wash dishes
3 people
77
Inventory materials
2 people
78
Return materials
3 people
79
Store lost and found items
80
Distribute leftover food
2 people
81
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 100
Bar stoolsqty 8
Buffet tablesqty 4
Stage sectionsqty 6
Coat racksqty 2
Patio heatersqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Glassesqty 150
Platesqty 180
Dessert platesqty 150
Forksqty 180
Knivesqty 180
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 20
Serving jugsqty 8

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Audio mixer
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 4
Mixing bowlsqty 8
Pliersqty 8
Ice packsqty 24
Aluminum foilqty 4

Decorations

Buntingqty 12
Historical bannersqty 6
Tableclothsqty 16
Flower arrangementsqty 8
Chalkboardsqty 8
Photo wallsqty 2
Table numbersqty 20
Name badgesqty 100
Sticky tackqty 8
Double-sided tapeqty 10
Rope rollsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 10

Catering

Groceries

Information

Program bookletsqty 220
Directional signsqty 20
Information boardsqty 24
Registration formsqty 200
Pensqty 30
Clipboardsqty 10
Wristbandsqty 220
Route mapsqty 150
Plastic document sleevesqty 50
Markersqty 12

Exhibition

Presentation boardsqty 16
Display casesqty 4
Display standsqty 20
Object labelsqty 60
Cotton glovesqty 20
Archive boxesqty 12
Magnifying glassesqty 10

Workshop

Workbenchesqty 6
Workbench matsqty 6
Wooden boardsqty 100
Craft paperqty 500
Colored pencilsqty 20
Markersqty 20
Scissorsqty 25
Glue Sticksqty 40
Brushesqty 30
Acrylic paintqty 20
Protective apronsqty 30
Work glovesqty 30
Bucketsqty 10

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Broom setsqty 4
Dustpan and brushqty 6
Mopsqty 4
Buckets for cleaningqty 4
Cleaning clothsqty 30
Paper towelsqty 12
Toilet brushesqty 4
Toilet paper holdersqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Cable matsqty 12
Barrier tapeqty 4
Warning signsqty 8
Fire extinguishersqty 4

Tools

Cordless drill driversqty 2
Screwdriver setsqty 3
Hammerqty 3
Pliersqty 4
Tape measuresqty 3
Cable tiesqty 200
Duct tapeqty 8
Ground pegsqty 40
Rubber hammersqty 4

Traffic

Traffic conesqty 12
Parking signsqty 8
Bicycle racksqty 4
Visitor barriersqty 10

Tips

Confirm the date and location before inviting anyone, then secure permits and check insurance papers early enough to allow corrections. Do not publish the festival until the venue, programme outline and registration process are ready.
Build the programme around the people involved. Confirm heritage speakers, record craft demonstrations and schedule music performances before you print anything; leave at least one programme slot flexible for delays.
Set a clear registration deadline, then collect dietary requirements and make reservations from the final numbers. This gives you a reliable basis for snacks, drinks, seating and serving equipment rather than estimating at the last minute.
Assign volunteers by area and time, including arrival, registration, stage support, catering and clear-up. Prepare name badges, directions and the printed programme before the event day so volunteers are not answering basic questions without information.
Use the last 48 hours for practical checks: review the weather forecast, confirm deliveries, check the shopping list, chill drinks and mark out tent locations. Test speakers, wireless microphones, microphone stands and extension cords before visitors arrive.

Frequently asked questions

How far in advance should I plan a heritage festival?: Start at least 12 weeks ahead if the festival includes speakers, performances, permits and registrations. Use the first few weeks to confirm the date, location and programme before promoting it.
When should I confirm heritage speakers and performers?: Confirm speakers and music performers at least 8 weeks before the festival. That leaves time to record craft demonstrations, publish the programme and arrange audio equipment.
When should I collect dietary requirements for a heritage festival?: Set the registration deadline 2 to 3 weeks before the event and collect dietary requirements during registration. Order or reserve food only after you have reviewed the final numbers.
What should I check the day before a heritage festival?: The day before, confirm deliveries, check the shopping list, chill drinks, prepare snacks and review the weather forecast. Also verify tent locations, seating, printed materials and the audio 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.