How to organise a literature festival from first plan to final session

A literature festival needs more than a list of authors and readings. Start by fixing the date, venue and room layout, then build the programme around confirmed speakers and realistic session times. Registrations, dietary requirements, catering, book sales and technical equipment all need separate deadlines. In the final week, turn the plan into a run sheet, contact list and room-by-room check so volunteers and speakers know exactly where to be and when.

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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 festival date and times
2 people
2
Confirm the venue and room layout
2 people
3
Reach Out to Authors and Speakers
2 people
4
Assemble Program Sections
3 people
5
Confirm speakers final
2 people
6
Design invitations
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Book catering
2 people
11
Arrange the book table and sales
2 people
12
Reserve technical supplies
2 people
13
Post promotion on social media
14
Publish the program online
15
Schedule volunteers
2 people
16
Collect speaker information
17
Print the run sheet and contact list
18
Make name badges for speakers
19
Compile program brochures
2 people
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Pick up fresh catering
2 people
23
Open venue
2 people
24
Receive deliveries
2 people
25
Check rooms
2 people
26
Set up tables and chairs
5 people
27
Set up registration desk
2 people
28
Set up book table
2 people
29
Set up the catering buffet
3 people
30
Chill drinks
2 people
31
Set up coffee and tea station
2 people
32
Connect the technical equipment
2 people
33
Test microphones
2 people
34
Test Presentation Laptops
2 people
35
Set up lighting and signage
3 people
36
Lay out program brochures
2 people

Event

37
Welcome speakers
2 people
38
Provide the speaker briefing
2 people
39
Register visitors
3 people
40
Direct visitors to halls
2 people
41
Open the festival
42
Moderate the author interview
2 people
43
Lead the reading session
2 people
44
Serve break drinks
3 people
45
Refill drinks
2 people
46
Staff the book table
2 people
47
Facilitate the workshop
2 people
48
Replenish the catering buffet
2 people
49
Serve dinner
4 people
50
Support the poetry performance
2 people
51
Collect audience questions
52
Run technical support during the program
2 people
53
Check toilets periodically
54
Remove waste regularly
2 people
55
Deliver closing remarks
56
Guide visitors to the exit
2 people

Aftercare

57
Collect lost and found items
2 people
58
Clean up catering
3 people
59
Wash dishes
3 people
60
Dismantle the book table
2 people
61
Clear tables and chairs
5 people
62
Power Down and Pack Up Equipment
2 people
63
Remove decorations
2 people
64
Sort and dispose of waste
3 people
65
Clean the rooms
4 people
66
Clean the restrooms
2 people
67
Lock up the venue
2 people
68
Return borrowed materials
2 people
69
Clear away leftover catering
2 people
70
Deliver speaker gifts
71
Send visitor email
72
Archive photos and materials

What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 16
Dressing room racksqty 2
Coat racksqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Presentation laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving boardsqty 12
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4

Decorations

Program postersqty 12
Welcome signqty 2
Name badgesqty 30
Chalkboardsqty 8
Buntingqty 12
Book table decorationqty 8

Lighting

String lightsqty 8
LED lightsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the date and venue before inviting authors. Allow at least 8–12 weeks for speaker outreach, programme planning, invitations and promotion, especially if the festival has several programme sections.
Confirm every speaker before publishing the final programme. Collect their session title, biography, arrival time, technical needs and contact details no later than 2 weeks before the event.
Build the timetable with buffer time between sessions. Allow at least 15 minutes for audience movement, microphone changes and book-table activity instead of scheduling talks back to back.
Close registrations and catering numbers on a fixed deadline. Collect dietary requirements at least 7 days ahead, then confirm the final meal count with the caterer rather than estimating on the morning.
Do a full venue check before doors open. Test microphones, speakers, projectors, laptops, HDMI and USB-C connections, and place the printed run sheet, contact list and speaker name badges where volunteers can reach them.

Frequently asked questions

How far in advance should I organise a literature festival?: Start planning at least 8–12 weeks before the festival. That gives you time to confirm the venue, invite authors, assemble the programme, open registrations and arrange catering and technical supplies.
When should speakers be confirmed for a literature festival?: Aim to confirm all speakers at least 2 weeks before publishing the final programme. Collect their biographies, session details, arrival times and technical requirements at the same point.
How much time should I leave between literature festival sessions?: Leave at least 15 minutes between sessions, and use 20–30 minutes if rooms change or the audience is large. This covers questions, room movement, microphone changes and late arrivals.
When should I order catering for a literature festival?: Book catering after registrations give you a reliable headcount, ideally at least 7 days before the event. Finalise dietary requirements and the number of meals, drinks and table settings before the delivery time is agreed.

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.