How to organise a music festival from the ground up
Organising a music festival starts long before the first artist reaches the stage. Begin with the permit, location and date, then build the programme around confirmed performers and the production those acts require. After that, arrange catering, toilets, security and first aid before publishing the event page and opening registration. The final week is for checking deliveries, weather, materials and the run sheet—not for solving missing equipment or unclear responsibilities.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Apply for a permit
- 2
Record the venue
- 3
Book performers
2 people
- 4
Reserve equipment
- 5
Book catering
- 6
Reserve toilet facilities
- 7
Reserve security
- 8
Arrange first aid staffing
- 9
Work out the stage layout
2 people
- 10
Compile program
2 people
- 11
Publish event page
- 12
Send invitations
2 people
- 13
Process registrations
2 people
- 14
Collect dietary requirements
- 15
Collect artist information
- 16
Print the run sheet
- 17
Publish the map
- 18
Check the weather forecast
- 19
Order groceries
2 people
- 20
Check materials
2 people
- 21
Mow the festival grounds
2 people
- 22
Receive deliveries
2 people
- 23
Set up the stage
6 people
- 24
Set up the sound system
4 people
- 25
Set up lighting
3 people
- 26
Connect power distribution
3 people
- 27
Set up the tents
4 people
- 28
Set up the bar
3 people
- 29
Set up the catering area
3 people
- 30
Set up tables
3 people
- 31
Set up chairs
3 people
- 32
Place waste stations
2 people
- 33
Mark the access route
2 people
- 34
Mark emergency exits
2 people
- 35
Hang decorations
3 people
- 36
Stock the refrigerators
3 people
- 37
Chill drinks
3 people
- 38
Prepare snacks
4 people
- 39
Set out diet meals
2 people
- 40
Set up the artist reception
2 people
- 41
Hand out crew badges
- 42
Distribute crew instructions
2 people
Event
- 43
Welcome performers
2 people
- 44
Run the sound check
4 people
- 45
Perform lighting test
2 people
- 46
Set up the cash register
2 people
- 47
Open the entrance gates
4 people
- 48
Check Visitors
4 people
- 49
Hand out wristbands
3 people
- 50
Staff the cloakroom
2 people
- 51
Support the first performance
2 people
- 52
Guide the performances
3 people
- 53
Guide performer changes
2 people
- 54
Staff the bar
5 people
- 55
Serve snacks
3 people
- 56
Serve diet meals
2 people
- 57
Refill drinks
3 people
- 58
Collect glasses and crockery
2 people
- 59
Empty trash bins
2 people
- 60
Check toilets
2 people
- 61
Staff the first aid station
2 people
- 62
Provide public information
2 people
- 63
Switch On Site Lighting
- 64
Support the final performance
3 people
- 65
Guide the exit
4 people
- 66
Turn off the music
2 people
Aftercare
- 67
Close the register
2 people
- 68
Close the bar
3 people
- 69
Collect lost and found items
2 people
- 70
Secure equipment
4 people
- 71
Clean up the venue
6 people
- 72
Sort waste
4 people
- 73
Wash dishes
3 people
- 74
Clean the bar
3 people
- 75
Clean the catering area
3 people
- 76
Clean the restrooms
2 people
- 77
Take down tents
4 people
- 78
Clear tables and chairs
4 people
- 79
Dismantle the stage
6 people
- 80
Roll up cables
3 people
- 81
Remove decorations
3 people
- 82
Inventory materials
2 people
- 83
Return equipment
2 people
- 84
Store leftover stock
2 people
- 85
Register lost and found items
- 86
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Folding chairsqty 120
- Beer tablesqty 20
- Bar stoolsqty 12
- Bar countersqty 4
- Coat racksqty 4
- Clothes hangersqty 250
- Stage elementsqty 12
- Artist sofasqty 2
- High tablesqty 10
- Party tentsqty 6
- Patio umbrellasqty 6
Equipment
- PA speakersqty 4
- Subwoofersqty 2
- Mixing console
- Stage microphonesqty 6
- Wireless microphonesqty 2
- Microphone standsqty 6
- DI boxesqty 4
- Monitor speakersqty 4
- Headphonesqty 4
- Audio cablesqty 20
- Cable reelsqty 8
- Extension cordsqty 16
- Cable traysqty 20
- Cash register tabletsqty 2
- Payment terminalsqty 3
- Power banksqty 6
Lighting
- LED spotlightsqty 12
- Light standsqty 4
- String lightsqty 8
- Work lightsqty 6
- Flashlightsqty 8
Decorations
- Festival Flagsqty 20
- Balloon archesqty 3
- Stage backdropsqty 2
- Directional signsqty 12
- Program postersqty 20
- Wristbandsqty 400
- Crew badgesqty 60
- Badge holdersqty 60
Tableware
- Reusable cupsqty 500
- Platesqty 250
- Bowlsqty 150
- Forksqty 300
- Knivesqty 200
- Spoonsqty 150
- Coffee cupsqty 100
Kitchen
- Refrigeratorsqty 4
- Coolersqty 8
- Coolersqty 4
- Food warmersqty 6
- Cutting boardsqty 6
- Chef's knifeqty 4
- Serving spoonsqty 12
- Serving traysqty 12
- Food containersqty 20
- Thermos flasksqty 6
Cleaning
- Waste binsqty 20
- Waste binsqty 6
- Broom setsqty 6
- Mopsqty 6
- Bucketsqty 6
- Cleaning cartsqty 2
Safety
- First aid kitsqty 2
- Fire extinguishersqty 6
- Crowd control barriersqty 20
- Traffic conesqty 20
- Safety vestsqty 30
- Earplugsqty 400
- Lost and found bagsqty 50
Catering
- Groceries
Tips
- Secure the permit and location before confirming the public programme. Allow several weeks for approvals, and do not publish the event page until access, capacity and operating hours are clear.
- Book performers and production as one package. Confirm the stage layout, PA speakers, subwoofers, mixing console, microphones, monitors and lighting requirements with each act before the technical reservation is final.
- Set a registration deadline for dietary requirements and artist information. A cutoff at least 7 days before the festival gives catering and backstage teams time to adjust orders and schedules.
- Plan the site around real movement, not just the stage. Mark entrances, toilets, bar counters, catering, first aid, artist areas and cable routes on the map, then publish it before guests arrive.
- Use the last 48 hours for verification: check the weather forecast, inspect all materials, confirm deliveries and print the run sheet. On setup day, allow separate time for stage elements, sound, lighting and cable safety checks.
Frequently asked questions
- How far in advance should I organise a music festival?
- Start at least 6 months ahead for a small festival, and earlier if permits, major performers or complex production are involved. Aim to have the location, permit process and key suppliers underway in the first 4 weeks.
- When should I book artists and festival equipment?
- Book performers and core production equipment as soon as the date and location are secure, ideally 4 to 6 months before the event. Confirm technical riders and stage requirements before placing the final equipment order.
- How many toilets do I need for a music festival?
- Use your expected attendance, event duration and alcohol service to calculate the provision with your supplier; as a planning starting point, discuss at least 1 toilet per 75 to 100 guests for a short event. Add accessible facilities and check whether extra units are needed for staff and performers.
- When should I publish the festival map and run sheet?
- Publish the guest map at least 7 days before the festival so visitors can plan their arrival. Print the operational run sheet 1 to 2 days beforehand, then distribute the final version to production, security, catering and stage teams.
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