How to organise a municipal festival

Start with the date, venue and purpose, then build the programme around the space, permissions and available suppliers. Municipal festivals usually involve several groups, so confirm responsibilities early: performers, volunteers, caterers, technical support and accessibility contacts. Work backwards from the event date for registrations, deliveries, weather checks and printing. A floor plan, run sheet and clear arrival times prevent most last-minute problems, especially when tents, power, sound equipment and reusable tableware are shared across several areas.

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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
Check permits
2 people
4
Check insurance
5
Reserve suppliers
2 people
6
Confirm performers
2 people
7
Recruit volunteers
2 people
8
Assign volunteers
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
2 people
12
Publish the program online
2 people
13
Share route and accessibility information
14
Create floor plan
2 people
15
Check power outlets
2 people
16
Confirm delivery times
17
Monitor the weather forecast
18
Order groceries
2 people
19
Check materials
3 people
20
Prepare name badges
2 people
21
Print the run sheet
22
Pick up groceries
3 people
23
Chill drinks
3 people
24
Prepare snacks
4 people
25
Clear the venue
4 people
26
Build party tents
6 people
27
Mark the stage area
3 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up buffets
4 people
31
Set up coffee station
2 people
32
Set up drink station
3 people
33
Connect sound equipment
2 people
34
Test microphones
2 people
35
Connect lighting
2 people
36
Hang decorations
4 people
37
Put up directional signs
2 people
38
Lay out program brochures
2 people
39
Set up the registration table
2 people
40
Brief volunteers
4 people
41
Receive deliveries
3 people
42
Conduct final safety check
3 people

Event

43
Welcome visitors
4 people
44
Register sign-ups
2 people
45
Hand out program brochures
2 people
46
Supervise children's activities
4 people
47
Staff the information stand
2 people
48
Give the opening speech
2 people
49
Announce performances
50
Serve coffee and tea
2 people
51
Serve snacks
3 people
52
Hand out drinks
3 people
53
Refill drinks
2 people
54
Restock the buffet
2 people
55
Empty trash bins
2 people
56
Check toilets
2 people
57
Clear tables during the event
3 people
58
Welcome performers
2 people
59
Run the tech between performances
2 people
60
Answer audience questions
2 people
61
Announce the final program
62
Guide visitors to the exit
3 people

Aftercare

63
Turn off the sound equipment
2 people
64
Chill perishable leftovers
2 people
65
Collect tableware
4 people
66
Collect waste
4 people
67
Clear tables and chairs
6 people
68
Take down party tents
6 people
69
Remove decorations
3 people
70
Dismantle Sound Equipment
2 people
71
Dismantle lighting
2 people
72
Sweep the venue
4 people
73
Clean the restrooms
2 people
74
Empty the coolers
2 people
75
Distribute leftover food
2 people
76
Inventory materials
2 people
77
Return borrowed materials
3 people
78
Take waste to the collection point
2 people
79
Register lost and found items
80
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Buffet tablesqty 6
High tablesqty 8
Tablecloth coversqty 18
Crowd control barriersqty 12
Coat racksqty 4

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Coffee cupsqty 100
Water glassesqty 100
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 10

Equipment

Portable speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Handheld megaphone
Timersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 4
Mixing bowlsqty 6
Pliersqty 10
Serving spoonsqty 10
Cooling matsqty 12
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloon archesqty 4
Municipal bannersqty 6
Table décorqty 18
Name badgesqty 80
Badge holdersqty 80
Wayfinding signsqty 12
Program standsqty 6

Lighting

LED string lightsqty 10
LED work lightsqty 6
Flashlightsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Sports equipment

Game matsqty 6
Conesqty 24
Soft ballsqty 12
Hoopsqty 10
Skipping ropesqty 10
Game cardsqty 6

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 4
Cable matsqty 12
Conesqty 20

Registration

Registration tablesqty 2
Clipboardsqty 8
Ballpoint pensqty 30
Attendance listsqty 10
Program bookletsqty 250
Wristbandsqty 250

Catering

Groceries

Tips

Set the basic framework first: confirm the date and location, check permits and insurance, then compile the programme before inviting performers or volunteers. Allow at least several weeks for approvals if the event uses public space.
Build the site plan around movement, not just furniture. Mark entrances, accessible routes, toilets, food service, coat racks, crowd-control barriers and emergency access before placing tables, chairs and party tents.
Treat power and sound as one plan. Check outlets in advance and map extension cords, power strips and cable reels; confirm microphone, mixer and speaker positions before suppliers arrive.
Set firm deadlines for public information and registrations. Publish the programme and route information before the final week, and collect dietary requirements early enough to adjust grocery orders and serving arrangements.
Create an event-day handover pack with the printed run sheet, contact list, delivery times and volunteer assignments. Chill drinks, prepare snacks and check materials before doors open, rather than during the first programme item.

Frequently asked questions

How far in advance should I organise a municipal festival?: Start the core planning at least 8 to 12 weeks before the festival. Confirm the date, location, permits, insurance and programme first; supplier bookings and volunteer recruitment should follow within the next 2 to 4 weeks.
What needs to be included in a municipal festival floor plan?: Include entrances, accessible routes, performance and sound areas, food and drink service, seating, tables, tents, coat racks, barriers, power points and emergency access. Finish a working version at least 2 weeks before the event so suppliers can check their delivery and setup needs.
When should I publish the festival programme and route information?: Publish both at least 2 weeks before the event, with a final check 3 to 5 days beforehand. Include arrival information, accessibility details and any registration or dietary-requirement deadlines.
How do I organise volunteers for a municipal festival?: Recruit volunteers 4 to 6 weeks in advance and assign named roles no later than 2 weeks before the event. Give each person a shift time, meeting point and contact number, then include the assignments in the run sheet.

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.