How to organise a music and dance festival

Start by fixing the date and location, then build the programme around confirmed performers and dance workshops. Work out the audience flow early: registration, wristbands, coat storage, food, drinks and the dance floor should each have a clear place. Book technical equipment and check permissions before sending invitations. In the final week, turn the plan into a printed run sheet, contact list and floor plan so volunteers can act without waiting for instructions.

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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
Contact performers
2 people
4
Confirm performances
2 people
5
Gather music files
2 people
6
Plan dance workshops
2 people
7
Recruit volunteers
3 people
8
Assign volunteers
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Make reservations
2 people
13
Check permissions
2 people
14
Create a contact list
15
Print the run sheet
16
Create floor plan
2 people
17
Make information signs
2 people
18
Sort wristbands
2 people
19
Prepare the cash register
2 people
20
Test payment terminals
2 people
21
Do the shopping
4 people
22
Store drinks refrigerated
3 people
23
Prepare snacks
4 people
24
Set up catering station
3 people
25
Set out first aid supplies
2 people
26
Clear emergency exits
2 people
27
Inspect the grounds
3 people
28
Check the stage floor
2 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Lay the dance floor
4 people
32
Set up party tents
4 people
33
Set up stage sections
5 people
34
Connect the sound system
4 people
35
Test microphones
2 people
36
Connect the lighting system
3 people
37
Secure power outlets
3 people
38
Hang decorations
4 people
39
Put up directional signs
2 people
40
Place waste stations
2 people
41
Check toilets
2 people
42
Set up the cloakroom
3 people

Event

43
Welcome performers
2 people
44
Welcome visitors
4 people
45
Hand out wristbands
3 people
46
Explain the program
47
Announce performances
48
Play music
2 people
49
Monitor sound level
50
Operate lighting
51
Lead dance workshops
3 people
52
Assist performers
2 people
53
Serve drinks
4 people
54
Serve snacks
4 people
55
Refill drinks
3 people
56
Serve coffee and tea
2 people
57
Keep catering tables clean
2 people
58
Collect waste
3 people
59
Check toilets
2 people
60
Manage the cloakroom
2 people
61
Staff first aid point
2 people
62
Answer audience questions
2 people
63
Announce schedule changes
64
Support the final performance
2 people
65
Guide visitors to the exit
3 people
66
Manage coat check
2 people
67
Turn off the music

Aftercare

68
Switch off equipment
3 people
69
Remove decorations
4 people
70
Take down tables
4 people
71
Stack chairs
4 people
72
Dismantle the dance floor
4 people
73
Dismantle the stage
5 people
74
Pack audio equipment
4 people
75
Pack lighting equipment
3 people
76
Store leftover food
2 people
77
Sort waste
3 people
78
Wash dishes
3 people
79
Clean the catering area
3 people
80
Clean the restrooms
2 people
81
Clean the grounds
5 people
82
Clear the cloakroom
2 people
83
Gather borrowed items
3 people
84
Check materials
2 people
85
Return materials
3 people
86
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Bar stoolsqty 12
Coat racksqty 3
Coat hangersqty 300
Foldable tablesqty 4
Stage sectionsqty 12
Dance floor panelsqty 20

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Music laptop
Audio interfacesqty 2
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Spare batteriesqty 24
Cable tiesqty 100

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpqty 2
Stage drapesqty 4
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Measuring cupsqty 4
Aluminum traysqty 20
Food storage containersqty 20
Bottle openersqty 6
Corkscrewsqty 3
Serving bowlsqty 20

Catering

Cash boxesqty 2
Payment terminalsqty 3
Wristbandsqty 400
Receipt rollsqty 6
Napkinsqty 1000
Strawsqty 400
Disposable glovesqty 400
Food labelsqty 200
Allergen cardsqty 50
Groceries

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Toilet brushesqty 4
Hand soap dispensersqty 6
Disinfecting gelqty 6

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 4
Traffic conesqty 12
Fire extinguishersqty 4
Emergency lightsqty 4

Communication

Walkie-talkiesqty 8
Power banksqty 8
Run-of-show foldersqty 8
Pensqty 30
Notepadsqty 12

Tips

Confirm performers before publishing the programme. Collect music files and technical requirements at least two weeks ahead, then test the mixer, speakers, microphones and music laptop together.
Plan volunteer cover in shifts of three to four hours. Assign named people to registration, performer support, catering, cash handling and first aid, with one coordinator holding the contact list.
Create the floor plan before hiring or placing equipment. Leave clear routes between the stage, dance floor, catering station, toilets and exits, and keep extension cords under cable trays.
Process registrations as they arrive and collect dietary requirements at least seven days before the festival. Use the final number to plan plates, cutlery, reusable glasses, snacks and refrigerated drinks.
Finish the practical setup on the day in a fixed order: stage and dance floor first, then sound and lighting, signs and wristbands, catering, payment terminals and the first aid point. Schedule a full sound check at least two hours before doors open.

Frequently asked questions

How far in advance should I organise a music and dance festival?: Allow at least three to six months for a small festival. Use the first month to confirm the date, location, permissions and performers; send invitations only after the programme and registration process are stable.
When should performers send their music and technical requirements?: Ask for music files and technical requirements at least two weeks before the event. Test every file and connection during one sound check, and keep spare batteries and backup cables available.
How many volunteers do I need for a music and dance festival?: For a small festival, plan at least one volunteer for every 25 to 40 guests, plus a coordinator. Add separate cover for registration, performer support, catering, cash handling and first aid during busy periods.
How early should the venue be set up on festival day?: Allow at least four hours for setup, including the stage, dance floor, sound system, lighting, signs and catering station. Complete the sound check two hours before doors open so there is time to fix problems.

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.