How to organise a music festival from the ground up

Organising a music festival starts with the site, date and legal requirements—not the artist lineup. Build the plan around capacity, power, sound, access and safety, then add programming, food and guest communications. Work backwards from opening time so suppliers, artists and volunteers know when to arrive. The final week should be for checking materials, confirming people and responding to the weather, not solving basic booking problems.

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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
Reserve venue
2
Book artists
2 people
3
Apply for permits
4
Check insurance
5
Reserve stage
6
Reserve sound system
7
Reserve lighting set
8
Compile program
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Collect artist information
13
Schedule volunteers
2 people
14
Book catering
15
Reserve toilets
16
Arrange waste collection
17
Reserve security
18
Arrange first aid
19
Publish promotion
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Check materials
3 people
23
Send artist briefing
24
Mark location
3 people
25
Set up the stage
6 people
26
Connect the sound system
4 people
27
Connect the lighting system
3 people
28
Test power supply
2 people
29
Set up tents
5 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Set up the entrance gate
3 people
33
Set up the bar
4 people
34
Set up the dining area
4 people
35
Hang decorations
3 people
36
Hang up the program
2 people
37
Chill drinks
3 people
38
Prepare snacks
4 people
39
Set out tableware
2 people

Event

40
Welcome performers
2 people
41
Guide the soundcheck
3 people
42
Staff the entrance
3 people
43
Welcome visitors
3 people
44
Announce the program
45
Serve drinks
4 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Serve coffee and tea
2 people
49
Empty trash bins
2 people
50
Check toilets
2 people
51
Assist performers
2 people
52
Carry out stage changes
3 people
53
Monitor crowd safety
3 people
54
Wrap up the final performance
2 people
55
See visitors out
4 people

Aftercare

56
Turn off the sound equipment
2 people
57
Clear away drinks
3 people
58
Store food chilled
2 people
59
Collect waste
5 people
60
Wash dishes
3 people
61
Clean the venue
5 people
62
Clear tables and chairs
4 people
63
Remove decorations
3 people
64
Dismantle the stage
6 people
65
Pack up the sound system
4 people
66
Pack the lighting set
3 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Return the waste containers
70
Store leftover groceries
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 10
Chairsqty 120
Party tentsqty 4
Bar stoolsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 300
Platesqty 200
Cutlery setsqty 180
Coffee cupsqty 80
Pitcherqty 6
Serving boardsqty 12

Equipment

Stage
Speakersqty 6
Mixer
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Generator

Lighting

Stage lightsqty 8
Atmosphere lightsqty 12
String lightsqty 8
Flashlightsqty 6

Kitchen

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Ice packsqty 24

Decorations

Festival Flagsqty 20
Stage backdrop
Plate holdersqty 12
Directional signsqty 10

Cleaning

Waste binsqty 16
Mop setsqty 3
Bucketsqty 6
Hand broomsqty 4
Dustpan and brushqty 4
Cleaning sprayqty 6
Hand soap dispensersqty 8

Catering

Groceries

Tips

Secure the venue and permits before confirming the full programme. Allow at least 8–12 weeks for applications, insurance checks and any site or sound restrictions.
Book the stage, sound system, lighting and power as one technical plan. Confirm speakers, microphones, mixer, monitor speakers, DI boxes, extension cords, cable trays and a generator where the site supply is insufficient at least 4 weeks before the festival.
Set a firm deadline for registrations and dietary requirements, ideally 7–10 days before the event. Give the caterer the final headcount, and check that refrigerators, coolers, coffee machines, reusable cups, plates and cutlery match the service plan.
Schedule volunteers in shifts rather than asking people to cover the whole day. Create separate cover for setup, registration, artist support, bar or catering, waste, and closing so every post has a named person at each key hour.
Send the artist briefing and publish the final programme 5–7 days before opening. Include arrival times, stage access, soundcheck slots, contact details and any equipment they must bring; check the forecast again 48 hours before the festival and adjust tents, lighting or clothing guidance.

Frequently asked questions

How far in advance should you organise a music festival?: Start at least 6 months ahead for a small festival and earlier if permits, major artists or complex production are involved. Reserve the venue and begin permit, insurance and artist discussions first; aim to have core suppliers booked 8–12 weeks before the event.
What should I organise first for a music festival?: Confirm the date, venue capacity, access, power and noise restrictions before building the programme. Then apply for permits, check insurance and reserve the stage, sound, lighting, toilets, security and first-aid support.
How many volunteers do you need for a music festival?: Plan by function and shift instead of using one total number. For a small festival, assign at least one named person to registration, artist support, site or waste checks and closing, then add cover so no volunteer works the entire day.
When should the festival programme be finalised?: Finalise the running order and send the artist briefing 5–7 days before the festival. Keep a short contingency slot or backup plan for delays, weather changes and artists who arrive late.

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.