How to organise a music festival from the first booking to opening time

Organising a music festival starts with the date, venue and programme—not with posters or equipment. Once the bands and artist contracts are confirmed, work through permits, power, safety, insurance and the site layout before announcing the event. In the final weeks, coordinate volunteers, catering, registrations and performer information. The last few days are for checking deliveries, weather, supplies and the stage, sound and lighting setup so problems are found before the first audience 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
3
Confirm performing bands
2 people
4
Finalize artist contracts
5
Create the program and schedule
2 people
6
Make material reservations
7
Record the power supply
8
Arrange security and first aid
2 people
9
Check insurance
10
Create promotional image
11
Send invitations
2 people
12
Announce the festival online
13
Distribute posters
3 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Schedule volunteers
2 people
17
Send performer information
18
Order catering
2 people
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Set up non-perishable supplies
2 people
22
Prepare artist reception
2 people
23
Check the weather forecast
24
Inspect venue
3 people
25
Receive deliveries
3 people
26
Set up the stage
5 people
27
Set up party tents
4 people
28
Set up tables and chairs
4 people
29
Connect sound equipment
4 people
30
Connect lighting equipment
3 people
31
Lay out power cables safely
3 people
32
Check the stage and cables
2 people
33
Set up instruments
4 people
34
Run the sound check
4 people
35
Set up the catering buffet
3 people
36
Chill drinks
2 people
37
Set up the coffee and tea station
2 people
38
Set up the entrance and information desk
2 people
39
Hang up decorations
3 people
40
Place waste stations
2 people
41
Check toilets
2 people
42
Carry out a safety check
3 people
43
Brief volunteers
3 people

Event

44
Welcome artists
2 people
45
Welcome visitors
4 people
46
Announce the program
47
Support the first performance
3 people
48
Serve snacks
4 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Swap performances
3 people
53
Answer audience questions
2 people
54
Clean toilets in between
2 people
55
Provide catering for artists
2 people
56
Operate the light show
57
Support the final performance
3 people
58
Announce the final act
59
Ensure visitors leave safely
4 people

Aftercare

60
Turn off the sound equipment
2 people
61
Clear away food and drinks
3 people
62
Collect tableware
3 people
63
Sort waste
4 people
64
Clean the venue
5 people
65
Remove decorations
3 people
66
Dismantle the stage and lighting
5 people
67
Tear down audio equipment
4 people
68
Take down party tents
4 people
69
Put furniture back
4 people
70
Wash dishes
3 people
71
Clear away stock
2 people
72
Clean materials
3 people
73
Inventory materials
2 people
74
Return borrowed items
2 people
75
Remove residual waste
2 people
76
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 4
Stage
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving tongsqty 8

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 16
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 4
Cable matsqty 20
Power splittersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
String lightsqty 6
Flashlightsqty 6

Decorations

Festival Flagsqty 8
Stage backdrop
Directional signsqty 10
Program postersqty 20
Tableclothsqty 12
Wristbandsqty 180

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Food tongsqty 8
Ice packsqty 24
Food containersqty 20

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand sanitizer pumpsqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 20
Bollardsqty 20
Barrier tapeqty 4
Flashlightsqty 6

Information

Information desk
Clipboard foldersqty 6
Pensqty 30
Name stickersqty 100
Program flyersqty 200

Catering

Groceries

Tips

Set the date and venue first, then check permits, notifications, insurance and power capacity before you confirm the public programme. Allow at least 6–8 weeks for approvals where possible.
Lock in the bands and contracts before publishing the schedule. Send each performer arrival times, set length, stage information, sound requirements and a named contact no later than 7 days before the festival.
Build the site plan around the stage, audience area, bar, catering, toilets, first aid and exits. Keep cable reels, extension cords and power splitters away from walking routes, using cable mats wherever cables cross a path.
Schedule volunteers in shifts rather than for the whole day. For a festival running 8 hours, plan at least three handover points and give every volunteer their role, start time and emergency contact in writing.
Finish the operational checks 24–48 hours before opening: inspect the venue, check the forecast, confirm deliveries and test the PA, microphones, monitors, lighting and power before artists arrive.

Frequently asked questions

How early should I start organising a music festival?: Start at least 6 months before the festival for a small event, and earlier if you need multiple bands, permits or substantial infrastructure. Aim to have the date, venue, initial programme and permit requirements clear within the first 4 weeks.
How do you create a schedule for a music festival?: Start with stage changeovers, soundchecks and the final closing time, then place the band sets around them. Add at least 15–30 minutes between acts for changeovers and publish the finished schedule at least 2 weeks before the event.
When should I arrange security and first aid for a music festival?: Arrange them as soon as the venue, capacity and programme are known, ideally 8–12 weeks before the event. Confirm staffing, positions, radio or phone contacts and the emergency procedure no later than 7 days before opening.
How do I prepare the festival site on the day?: Allow at least 4–6 hours for site setup, longer if the stage, tents, sound system and lighting arrive separately. Receive and check deliveries first, then install infrastructure, route and cover cables, test power and sound, and complete a venue inspection before doors open.

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.