How to organise a music festival from the first date to the final sound check

Organising a music festival starts with the date, venue and programme—not with buying equipment. Confirm the location, performers and technical requirements before you open registration or order supplies. Then work through permits, insurance, visitor information and volunteer roles while there is still time to make changes. The final days are for chilled products, equipment collection, venue preparation and a printed run sheet, so the team knows what happens when.

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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 the festival date and location
2 people
2
Compile the music program
2 people
3
Contact performers
2 people
4
Confirm performances
2 people
5
Gather technical requirements
2 people
6
Make reservations
7
Check permits
8
Check insurance
9
Collect emergency contacts
10
Design invitations
11
Send invitations
2 people
12
Process registrations
2 people
13
Collect dietary requirements
14
Send visitor information
15
Print the run sheet
16
Send artist information
17
Assign volunteers
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Pick up chilled products
2 people
21
Collect equipment
2 people
22
Clean the venue
3 people
23
Cordon off the area
3 people
24
Build stage sections
4 people
25
Set up sound equipment
3 people
26
Connect microphones
2 people
27
Set up lighting equipment
2 people
28
Perform sound check
3 people
29
Finish the stage safely
2 people
30
Connect power supply
2 people
31
Set up tables and chairs
4 people
32
Set up the bar
3 people
33
Set up food stall
3 people
34
Fill coolers
2 people
35
Prepare snacks
4 people
36
Prepare sandwiches
3 people
37
Set out coffee and tea
2 people
38
Hang decorations
3 people
39
Hang lights
2 people
40
Put up directional signs
2 people
41
Hang up the program
42
Set up the entrance and checkout
3 people
43
Lay out wristbands
2 people
44
Check toilets
2 people
45
Place waste bins
2 people

Event

46
Welcome performers
2 people
47
Check in visitors
3 people
48
Explain the program
49
Announce performances
50
Check the sound level
51
Change performers
3 people
52
Staff the bar
3 people
53
Serve food
4 people
54
Refill drinks
2 people
55
Refill snacks
2 people
56
Serve coffee and tea
2 people
57
Keep public area clean
2 people
58
Empty trash bins
2 people
59
Restock toilets
60
Monitor visitor flow
2 people
61
Wrap up the final performance
2 people
62
Ensure visitors leave safely
3 people

Aftercare

63
Turn off the sound equipment
2 people
64
Clear out bar and food stall
4 people
65
Collect waste
4 people
66
Wash dishes and supplies
3 people
67
Clean the venue
4 people
68
Remove decorations
2 people
69
Dismantle equipment
3 people
70
Return materials
2 people
71
Return rental items
2 people
72
Keep lost and found items
73
Store leftover stock
2 people
74
Clear away payment and cash register materials
2 people
75
Hand over the site
2 people

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar countersqty 3
Market tablesqty 6
Stage sectionsqty 12
Clothes racksqty 2
Party tentsqty 4
Crowd control barriersqty 20

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Bowlsqty 80
Forksqty 200
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 20
Serving plattersqty 20

Equipment

PA speakersqty 4
Mixer
Stage Carpet
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Monitor speakersqty 2
Laptop
Music playlists
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Flashlightsqty 6
Coolersqty 6
Cash boxesqty 2
Card machine

Lighting

LED floodlightsqty 8
String lightsqty 10
Stage lightsqty 4
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Menu boardsqty 6
Program postersqty 15
Wayfinding signsqty 12
Table décorqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Frying pansqty 3
Pliersqty 8
Measuring cupsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and location first, then build the music programme around confirmed availability. Contact performers early and get their performance times, arrival details and technical requirements in writing.
Check permits and insurance before sending invitations or accepting registrations. These checks can affect the site layout, capacity, sound setup and whether the festival can go ahead at all.
Create one technical overview for every act, including PA speakers, mixer, microphones, DI boxes, instrument cables, XLR cables, monitor speakers and extension cords. Allow time to resolve missing or incompatible equipment before setup day.
Send visitor information after registrations are processed, including access details, programme times and practical instructions. Collect dietary requirements before shopping and buy chilled products as late as possible without risking shortages.
Assign volunteers to specific shifts and print the run sheet for the event team. Prepare barriers, tents, stage sections, tables and seating in a setup order that leaves clear access for sound equipment and emergency routes.

Frequently asked questions

How far in advance should I organise a music festival?: Start planning at least 6 months before the festival, especially if performers, permits or hired equipment are involved. Confirm the date and location first, then secure the programme and technical requirements before opening registration.
When should I contact performers for a music festival?: Contact performers as soon as the date and location are confirmed, ideally 4 to 6 months ahead. Ask for written confirmation of the performance time, arrival arrangements and technical requirements so the sound plan can be checked early.
When should I check permits and insurance for a music festival?: Check permits and insurance at least 3 months before the event, before invitations are sent. Requirements can change the capacity, layout, barriers, stage arrangements and emergency planning, so late checks create expensive rework.
When should I set up the stage and sound equipment?: Set up the venue and stage sections before the programme starts, with the sound system ready for a full sound check several hours before the first performance. Keep the printed run sheet and artist information beside the mixer so changes can be handled quickly.

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.