How to organise a music festival from the ground up

Start by fixing the date and location, then work outward from the parts that take longest to secure: permits, performers, technical suppliers, toilets, security and catering. Once the programme is taking shape, turn it into a floor plan and a detailed run sheet. Guest registration, promotion and volunteer planning follow from those decisions. The final week is for confirmations, weather checks, shopping and making sure the site can operate safely from load-in to the last performance.

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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
Apply for permits
2 people
3
Contact performers
2 people
4
Finalize artist contracts
2 people
5
Compile program
2 people
6
Gather technical requirements
2 people
7
Book catering
2 people
8
Reserve security
2 people
9
Reserve toilets
2 people
10
Reserve photographer
11
Recruit volunteers
2 people
12
Send invitations
2 people
13
Process registrations
2 people
14
Collect dietary requirements
2 people
15
Launch promotion campaign
2 people
16
Create floor plan
2 people
17
Develop the run sheet
2 people
18
Assign volunteers
2 people
19
Send artist information
20
Order wristbands and tickets
21
Confirm the technical schedule
2 people
22
Check the weather forecast
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Set out drinks chilled
3 people
26
Prepare materials
4 people
27
Cordon off the area
4 people
28
Set up the stage
6 people
29
Connect the sound system
4 people
30
Hang the lighting rig
4 people
31
Connect power supply
3 people
32
Set up tents
6 people
33
Set up tables and chairs
4 people
34
Set up the bar
4 people
35
Set up the catering buffet
4 people
36
Check sanitary facilities
2 people
37
Hang up decorations
3 people
38
Put up signage
2 people
39
Set up the cloakroom
2 people
40
Set up the artist reception
2 people
41
Run the sound check
4 people
42
Stock backstage
2 people
43
Brief volunteers
2 people

Event

44
Staff the entrance
4 people
45
Staff the cloakroom
2 people
46
Welcome performers
2 people
47
Guide music program
2 people
48
Staff the bar
6 people
49
Serve snacks
4 people
50
Refill drinks
3 people
51
Refill buffet
3 people
52
Collect waste
3 people
53
Check toilets
2 people
54
Keep the grounds clean
3 people
55
Answer audience questions
2 people
56
Announce schedule changes
57
Escort the last visitors
3 people

Aftercare

58
Turn off the sound system
3 people
59
Close the bar
4 people
60
Clean up catering
4 people
61
Clean the grounds
6 people
62
Dismantle furniture
5 people
63
Take down tents
6 people
64
Dismantle the stage
6 people
65
Dismantle the lighting setup
4 people
66
Inventory materials
2 people
67
Dispose of waste
3 people
68
Wash dishes
3 people
69
Return borrowed items
2 people
70
Return rental items
2 people
71
Pay performers
2 people
72
Hand over the venue
2 people

What to bring

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

Furniture

Stage
Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 4
Crowd barriersqty 30
Coolersqty 8

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 6
Stage stepsqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 10
Work lightsqty 4

Tableware

Reusable cupsqty 500
Platesqty 150
Cutlery setsqty 150
Wine glassesqty 80
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Refrigeratorsqty 3

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Directional signsqty 12
Program postersqty 20
Tableclothsqty 20
Wristbandsqty 500
Ticket rollsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2
Work glovesqty 12
Cleaning clothsqty 30

Catering

Groceries

Tips

Begin permits and artist contracts early, because both can affect the date, site layout and programme. Keep one written version of each agreement, including set times, technical needs and cancellation terms.
Build the site plan around the stage, audience barriers and technical access before placing bars, tables, chairs, tents and toilets. Leave clear routes for cable reels, emergency access and moving equipment.
Ask performers for their technical requirements before confirming the schedule. Match microphones, DI boxes, monitor speakers, cables and power distribution to the acts instead of discovering gaps during soundcheck.
Give every volunteer a specific shift, meeting point and task rather than a general instruction to help. Send artist information and the final technical schedule before arrival, then keep a printed run sheet on site.
Treat guest logistics as a separate workstream: order wristbands and tickets, process registrations, collect dietary requirements and chill drinks before doors open. Check the forecast and shopping list in the final week, not on the festival morning.

Frequently asked questions

How far in advance should I start organising a music festival?: Start at least 6 to 12 months ahead for a festival with multiple performers. Use the first 2 to 3 months for the date, location, permits and artist bookings, since those decisions control most of the later planning.
When should I book security, toilets and catering for a music festival?: Book them as soon as the date, location and expected attendance are reasonably firm, ideally 3 to 6 months before the event. Confirm numbers, access times and final requirements again 2 weeks before opening.
How do I create a music festival run sheet?: Start with site access and build the schedule minute by minute through setup, soundchecks, doors, performances, changeovers and breakdown. Finish a working draft at least 2 weeks ahead and issue the final version 48 hours before the festival.
When should I check the weather for an outdoor music festival?: Check the forecast 7 days before the event for planning changes, then again 48 hours and 6 hours before opening. Use those checks to confirm tents, lighting, cable protection, clothing, crowd routes and any schedule adjustments.

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