How to organise a literature festival

A literature festival needs a clear programme, reliable speaker coordination and a practical plan for moving people between rooms. Start by confirming authors, sessions and venue access before publishing anything. Then open registration, collect dietary and author information, and use the final numbers to prepare badges, booklets, catering and seating. The last few days are for testing microphones, checking signs, chilling drinks and making sure every room can be opened on time.

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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
Finalize the program
2 people
2
Confirm authors and speakers
2 people
3
Reserve the venue and rooms
4
Check permits
5
Check insurance
6
Send invitations
2 people
7
Publish festival online
2 people
8
Open the registration form
9
Send press release
2 people
10
Distribute posters
3 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Collect author information
2 people
14
Create final participant list
2 people
15
Prepare name badges
2 people
16
Print the program booklets
2 people
17
Prepare route signs
2 people
18
Set up the book table
2 people
19
Prepare authors' books
2 people
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
4 people
23
Label catering portions
2 people
24
Test the equipment
2 people
25
Arrange keys and access

Event

26
Open venue
2 people
27
Check the halls
2 people
28
Set up tables and chairs
4 people
29
Set up the stage and speaking area
3 people
30
Set up sound system
2 people
31
Connect microphones
2 people
32
Set up lighting
2 people
33
Hang up decorations
3 people
34
Set up book table
2 people
35
Build the catering buffet
3 people
36
Set up coffee station
2 people
37
Set up registration desk
2 people
38
Lay out program brochures
39
Welcome authors
2 people
40
Brief speakers briefly
2 people
41
Brief volunteers
2 people
42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Give the opening speech
45
Lead program segments
3 people
46
Announce the speakers
47
Manage microphones
48
Staff the book table
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Empty trash bins
2 people
53
Check toilets
54
Arrange breaks for volunteers
55
Support the evening program
3 people
56
Deliver the closing speech
57
See visitors out
3 people
58
Have guest books signed
59
Settle the Book Table
2 people

Aftercare

60
Switch off equipment
2 people
61
Clean up catering
3 people
62
Wash dishes
3 people
63
Take down tables and chairs
4 people
64
Remove decorations
3 people
65
Collect waste
3 people
66
Clean the rooms
4 people
67
Clean the restrooms
2 people
68
Gather borrowed items
2 people
69
Lock up the venue
2 people
70
Return materials
2 people
71
Store leftover catering
2 people
72
Archive unused printed materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Bar stoolsqty 8
Tableclothsqty 12
Bookshelvesqty 3
Changing room rackqty 2
Lecternqty 2
Stage sectionsqty 6
Stoolsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving boardsqty 10
Small bowlsqty 20
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
DI box
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Festival Flagsqty 20
Book postersqty 15
Table décorqty 12
Name badgesqty 30
Guest booksqty 2
Photo backdrop

Catering

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Serving traysqty 12
Drink dispensersqty 4
Bottle openersqty 4
Ice packsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Mop setsqty 2
Bucketsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Hand broomsqty 3

Registration

Registration desk
Cash register
Payment terminal
Badge holdersqty 120
Pensqty 20
Clipboardsqty 4
Program leafletsqty 130
Route signsqty 12
Wristbandsqty 130

Groceries

Groceries

Tips

Finalise the programme before sending invitations or publishing the festival online. Confirm each author and speaker, including their session time, room, arrival details and technical needs, so the printed programme does not need late corrections.
Reserve the venue and all required rooms early, then check permits, insurance, keys and access arrangements. Plan at least one realistic route through the building and prepare signs for entrances, registration, toilets and each session room.
Open registration only after the timetable is stable. Close or review registrations early enough to create a final participant list, prepare name badges, and account for dietary requirements before catering is ordered.
Treat the book table as a separate workstream. Prepare the authors’ books, shelves or display tables, serving space and a clear way to identify each title before doors open; otherwise book sales and signings can delay the programme.
Test the full audio and presentation setup in the actual rooms, not just at a desk. Check the mixer, speakers, wireless microphones, microphone stands, DI box, laptop, HDMI cables, extension cords and power strips at least one day before the festival.

Frequently asked questions

How far in advance should I organise a literature festival?: Allow at least 3 to 6 months for a small or medium festival, especially if several authors and rooms are involved. Confirm the programme and venue first, then leave the final 2 weeks for registrations, printing and operational checks.
When should I send invitations for a literature festival?: Send invitations once the programme, speakers and venue are confirmed, ideally 6 to 8 weeks before the event. Keep registration open long enough to collect participant numbers and dietary requirements before ordering catering.
How do I prepare the venue for a literature festival?: Finish room layouts, route signs, the book table and access arrangements at least 1 day beforehand. Test every microphone, speaker, cable and presentation connection in each room, then keep keys and a contact person available on the event day.
How much catering do I need for a literature festival?: Base quantities on the final participant list rather than the number of invitations, and separate labelled portions for dietary requirements. Prepare drinks, snacks, plates, cups, glasses and serving utensils before doors open, with chilled drinks ready at least 2 hours ahead.

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