How to organise a music festival from first plan to live stage

Organising a music festival starts with the date, location and legal requirements, not with booking extra equipment. Once the site and programme are confirmed, work backwards from opening time: arrange performers, registrations, food and drinks, volunteers, deliveries and the technical build. The final days are for checking weather, printing the run sheet, cooling drinks and inspecting the site. This approach keeps the stage, power, cables and guest areas ready before the first act arrives.

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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
Check permits and notifications
2 people
3
Finalize the entertainment schedule
2 people
4
Contact performers
2 people
5
Schedule performances
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Make reservations
2 people
10
Publish the program
2 people
11
Assign volunteers
2 people
12
Print the run sheet
13
Check the weather forecast
14
Do the shopping
3 people
15
Chill drinks
2 people
16
Set up non-perishable supplies
2 people
17
Inspect venue
2 people
18
Receive deliveries
2 people
19
Cordon off the area
3 people
20
Build stage sections
4 people
21
Set up the tents
4 people
22
Set up the sound system
4 people
23
Set up lighting
3 people
24
Connect power points
2 people
25
Cover cables safely
2 people
26
Set up tables and chairs
4 people
27
Set up the bar
3 people
28
Set up the buffet
3 people
29
Prepare snacks
4 people
30
Hang decorations
3 people
31
Place information signs
2 people
32
Place waste stations
2 people
33
Check toilets
2 people
34
Set up the entrance table
2 people

Event

35
Welcome performers
2 people
36
Run the sound check
4 people
37
Staff the entrance
3 people
38
Inform visitors
2 people
39
Announce the program
40
Support the first performance
3 people
41
Support the second performance
3 people
42
Guide the third performance
3 people
43
Support the fourth performance
3 people
44
Support the headliner
4 people
45
Guide the DJ set
3 people
46
Serve snacks
3 people
47
Hand out drinks
3 people
48
Refill drinks
2 people
49
Restock the buffet
2 people
50
Collect waste
2 people
51
Clean toilets in between
2 people
52
Guide audience to the exit
2 people
53
See off the last visitors
2 people

Aftercare

54
Turn off the sound equipment
2 people
55
Store food and drinks safely
3 people
56
Sort waste
3 people
57
Clean the grounds
5 people
58
Wash dishes
3 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Take down tents
4 people
62
Dismantle the stage
4 people
63
Pack audio equipment
4 people
64
Pack lighting equipment
3 people
65
Count materials
2 people
66
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Benchesqty 12
Chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Stage sectionsqty 12
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Wine glassesqty 60
Serving plattersqty 20
Serving tongsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Spotlightsqty 8
Light standsqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 100
Spare batteriesqty 24
Coolersqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Flashlightsqty 6

Decorations

Festival Flagsqty 12
Balloon archesqty 3
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 30

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving spoonsqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Dish brushesqty 6
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Tips

Confirm permits, notifications and site access before publishing the date. Leave several weeks for approvals, and check whether your planned capacity, sound system and temporary structures require separate arrangements.
Build the performance schedule around changeovers, not just set lengths. Allow at least 15 to 30 minutes between acts for microphones, DI-boxes, monitor speakers and other stage connections.
Set a delivery and setup timetable with named owners. Stage sections, tents, speakers and lighting should arrive early enough to test power points and cover cables safely before guests enter.
Plan drinks and serviceware from the expected attendance. For the first hour, allow roughly two to three drinks per person, then add reusable cups, coolers, plates and serving equipment so service does not stop during busy sets.
Print the run sheet and assign volunteers before the event day. Give each person a shift, contact number and area; keep one coordinator responsible for performers, registrations, deliveries and weather decisions.

Frequently asked questions

How far in advance should I organise a music festival?: Start at least 6 to 12 months ahead for a public festival, especially when permits, artists and a location are involved. Confirm the date and site first, then work through the programme, registrations, suppliers and volunteer rota.
When should I book the artists for a music festival?: Aim to confirm the main performers 3 to 6 months before the event and send written performance details immediately after booking. Share arrival times, set lengths, changeovers, technical requirements and a day-of contact.
How much time do I need to set up a music festival?: Allow at least one full setup day for tents, stage sections, sound, lighting, power and cable protection. Add a final inspection several hours before opening to test microphones, speakers, lights, access routes and guest areas.
How many drinks should I buy for a music festival?: Use two to three drinks per guest for the first hour as a starting point, then estimate each following hour according to weather and event length. Add a buffer and chill drinks in advance so the bar is not dependent on last-minute cooling.

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.