How to organise a mural festival from start to finish

A mural festival needs more than artists and paint. Start by confirming the date, location and wall permissions, then handle permits before publishing the programme. Invite artists early, define the workshops and registration process, and order materials only after the designs and participant numbers are clear. In the final week, prepare work zones, check power access, confirm deliveries and watch the weather. On the day, keep participants moving safely between walls, workshops and refreshment 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 the festival date and location
2 people
2
Apply for permits and notifications
2 people
3
Contact wall owners
2 people
4
Invite artists
2 people
5
Set the program and workshops
3 people
6
Publish registration form
7
Send invitations
2 people
8
Post promotion on social media
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send artist briefing
13
Place the materials order
2 people
14
Order catering
2 people
15
Arrange waste collection
16
Check power outlets
2 people
17
Check the weather forecast
18
Do the shopping
3 people
19
Check deliveries
2 people
20
Sort paint and materials
3 people
21
Prepare name badges
2 people
22
Print participant lists
23
Mark out work zones
4 people
24
Build party tents
6 people
25
Set up tables and chairs
5 people
26
Set up barriers
3 people
27
Mask off walls
4 people
28
Clean surfaces
4 people
29
Set out paint and brushes
4 people
30
Lay protective film
3 people
31
Hang up information signs
2 people
32
Set up registration desk
2 people
33
Set up the catering buffet
3 people
34
Fill coolers
2 people
35
Conduct a safety check
2 people

Event

36
Welcome the artists
3 people
37
Register visitors
3 people
38
Explain the opening
39
Assign workshop participants
2 people
40
Explain wall designs
4 people
41
Apply primer
5 people
42
Paint walls
12 people
43
Lead the workshops
6 people
44
Inform the audience
2 people
45
Guide photo moments
2 people
46
Serve snacks
3 people
47
Serve drinks
3 people
48
Refill drinks
2 people
49
Refill coffee and tea
2 people
50
Replenish paint supplies
2 people
51
Clean brushes and rollers
3 people
52
Keep work zones safe
3 people
53
Empty trash bins
2 people
54
Photograph the final results
2 people
55
Announce the closing
56
Guide visitors to the exit
2 people

Aftercare

57
Store paint leftovers safely
3 people
58
Collect materials
5 people
59
Take down tables and chairs
5 people
60
Take down party tents
6 people
61
Remove barricades
3 people
62
Sort and dispose of waste
4 people
63
Clean the venue
5 people
64
Wash tableware and equipment
3 people
65
Remove the protective film
3 people
66
Return borrowed materials
2 people
67
Store leftover paint
2 people
68
Dispose of paint leftovers
2 people
69
Archive photo material
70
Send thank-you message
71
Record damage and missing items
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Waste binsqty 8
Clothes racksqty 2

Equipment

Extension cordsqty 12
Power stripsqty 8
Cordless screwdriversqty 3
Work lightsqty 6
Portable speakersqty 2
Power banksqty 4
Laddersqty 4
Mobile scaffoldingqty 2

Painting supplies

White acrylic paintqty 20
Black acrylic paintqty 10
Red acrylic paintqty 8
Yellow acrylic paintqty 8
Blue acrylic paintqty 8
Green acrylic paintqty 8
Orange acrylic paintqty 6
Purple acrylic paintqty 6
Wall primerqty 12
Small brushesqty 30
Large paintbrushesqty 20
Paint rollersqty 20
Paint traysqty 20
Mixing cupsqty 40
Mixing sticksqty 30
Water sprayersqty 12
Pencil markersqty 20
Chalk markersqty 24
Spongesqty 20
Painter's glovesqty 100
Paint apronsqty 40
Buckets of waterqty 20
Water containersqty 6
Palletsqty 40
Sandpaperqty 40
Masking tapeqty 30
Paint sheetingqty 12
Tarpsqty 10
Paint scrapersqty 8
Caulking gunsqty 4
Acrylic sealantqty 12

Safety

Crowd control barriersqty 20
Warning signsqty 12
Safety vestsqty 12
Safety gogglesqty 40
Dust masksqty 60
Work glovesqty 30
First aid kitsqty 2
Flashlightsqty 6

Decorations

Festival bannersqty 8
Directional signsqty 12
Notice boardsqty 4
Buntingqty 10
Chalkboardsqty 6
Tableclothsqty 12

Registration

Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 8
Pensqty 40
Markersqty 24
Printer paperqty 2
Wristbandsqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Scissorsqty 8
Serving plattersqty 20

Cleaning

Cleaning bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Spongesqty 20
Microfiber clothsqty 30
Litter pickersqty 4

Lighting

String lightsqty 8
LED work lightsqty 6
Cable traysqty 12

Catering

Groceries

Tips

Secure each wall before announcing the festival. Contact wall owners and keep written permission with the permit paperwork; changing a wall late can affect the artist brief and the whole programme.
Set the artist and workshop schedule before opening registration. Include start and finish times, wall assignments, breaks and participant limits so you can process registrations without promising places you cannot support.
Order paint and tools against the final number of walls and workshops, then sort everything before the event. Separate primer, colours, brushes, rollers and mixing supplies by work zone so artists are not searching during setup.
Treat weather and site access as a deadline, not a last-minute check. Review the forecast in the final days, confirm tents and ladders are suitable for the conditions, and decide when you will postpone outdoor painting if needed.
Complete a physical site check before setup: test power outlets, place extension cords safely, mark work zones and position waste bins. Print participant lists and prepare name badges before doors open, when registration staff are busiest.

Frequently asked questions

How early should I start organising a mural festival?: Start at least 8 to 12 weeks before the festival. Wall permissions, permits, artist availability and the programme usually need to be settled before you promote registration.
When should I invite mural artists?: Invite artists around 8 weeks before the event, once the date, walls and basic brief are confirmed. Send the final artists’ briefing no later than 2 weeks before painting starts.
How much paint and equipment does a mural festival need?: Calculate supplies per wall and workshop rather than using one total estimate. Finalise the number of walls, artists and participants at least 2 weeks before the festival, then order enough primer, colours, brushes, rollers and mixing materials for every work zone plus a small reserve.
What should I do if rain is forecast for the mural festival?: Check the forecast 3 to 5 days before the event and again on the morning itself. Confirm that party tents protect the planned activities, keep electrical connections dry, and set a clear postponement decision time before participants arrive.

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.