How to organise a music festival from start to finish

A music festival comes together in a fixed order: secure the date and venue, build the programme, then confirm permits, suppliers and technical needs before promoting the event. Work backwards from opening time so bookings, registrations, catering and staffing have clear deadlines. Sound, power, weather protection and crowd safety need more planning than the stage itself. Use this plan to coordinate the 75 tasks and 74 items without leaving critical checks until the final day.

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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
Compile the music program
2 people
3
Confirm performers
2 people
4
Make reservations
2 people
5
Check permits
6
Prepare safety plan
2 people
7
Create floor plan
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect artist information
12
Check technical requirements
2 people
13
Order catering
2 people
14
Order drinks
15
Reserve equipment
2 people
16
Assign staff
2 people
17
Brief volunteers
2 people
18
Publish promotion
2 people
19
Check the weather forecast
20
Do the shopping
4 people
21
Collect materials
3 people
22
Inspect venue
3 people
23
Chill drinks
3 people
24
Set up the stage
6 people
25
Set up the sound system
4 people
26
Hang lighting
3 people
27
Connect power
2 people
28
Set up the tents
5 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up the bar
4 people
32
Set up the catering buffet
4 people
33
Prepare snacks
4 people
34
Check toilets
2 people
35
Place waste stations
2 people
36
Hang up decorations
3 people
37
Set up signage
2 people
38
Set up artist dressing rooms
2 people
39
Perform the technical sound check
4 people

Event

40
Welcome performers
2 people
41
Staff the entrance
3 people
42
Hand out wristbands
2 people
43
Welcoming the audience
2 people
44
Announce the program
45
Assist performers
2 people
46
Coordinate stage changes
3 people
47
Check the sound level
48
Operate lighting during performances
2 people
49
Staff the bar
4 people
50
Serve drinks
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Restock the buffet
2 people
54
Collect waste
2 people
55
Clean toilets in between
2 people
56
Monitor crowd flow
2 people
57
Check first aid supplies
58
Register lost property
59
Wrap up the final performance
3 people
60
Guide visitors to the exit
3 people

Aftercare

61
Close the bar
4 people
62
Clean up catering
4 people
63
Turn off the sound equipment
2 people
64
Turn off lighting system
2 people
65
Collect trash bags
4 people
66
Wash dishes
3 people
67
Clean the grounds
5 people
68
Take down tents
5 people
69
Dismantle the stage
6 people
70
Pack equipment
4 people
71
Collect furniture
4 people
72
Remove decorations
3 people
73
Return materials
3 people
74
Return borrowed items
2 people
75
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Bar matsqty 3
Stage sectionsqty 12
Artist benchesqty 6

Equipment

Speakersqty 6
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 12
Cable reelsqty 6
Sound insulationqty 8

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 10
Spare batteriesqty 24

Tableware

Reusable cupsqty 350
Wine glassesqty 80
Platesqty 300
Cutlery setsqty 300
Serving spoonsqty 12
Serving traysqty 20

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 6
Chef's knives, bread knives, and paring knivesqty 12
Pliersqty 10
Pouring jugsqty 8
Bottle openersqty 6
Waste binsqty 12

Decorations

Festival Flagsqty 10
String light decorationqty 8
Stage drapesqty 4
Tablecloth setsqty 12
Artist signsqty 6
Program standsqty 8

Cleaning

Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Microfiber clothsqty 24
Hand broomsqty 6
Work glovesqty 12
Hand soap dispensersqty 8
Paper towel dispensersqty 8

Catering

Groceries

Safety

First aid kitsqty 3
Fire extinguishersqty 6
Safety vestsqty 12
Crowd control barriersqty 20
Non-slip matsqty 12

Information

Wristbandsqty 350
Program cardsqty 300
Directional signsqty 20
Information boardsqty 8
Pensqty 20
Clipboardsqty 8

Tools

Hammerqty 4
Screwdriver setsqty 3
Cable tiesqty 200
Duct tapeqty 12
Cable tiesqty 200
Spirit levelsqty 2

Tips

Start with the date, venue and programme before publishing anything. Confirm every performer in writing, then collect technical and artist information early enough to resolve power, stage and sound requirements.
Set deadlines for permits and safety documents several weeks before the festival. A floor plan should show the stage, audience area, bar, catering, entrances, exits, cables and emergency access—not just where the furniture goes.
Treat technical setup as a separate production plan. Check the mixer, microphones, DI boxes, monitors, speakers, subwoofers, cables, extension cords and power distribution against each performer’s requirements before delivery day.
Close attendee and supplier details before ordering. Set a registration deadline, collect dietary requirements, confirm catering and drinks quantities, and reserve equipment before availability becomes a problem.
Use the final 24 hours for inspection rather than decisions. Check the weather forecast, chill drinks, test the sound and lighting, secure cable runs, brief volunteers and confirm who is responsible for each area at opening time.

Frequently asked questions

How far in advance should I organise a music festival?: Start at least 6 months ahead for a small festival, and earlier if performers, permits or specialist equipment are involved. Confirm the date, venue and programme first; set supplier and permit deadlines several weeks before the event.
When should I book performers for a music festival?: Book and confirm performers as soon as the date and location are fixed, ideally 3 to 6 months before the festival. Collect each artist’s technical requirements immediately after confirmation so the stage and sound plan can be checked in time.
How much time do I need for music festival setup?: Allow at least one full day for stage, sound, lighting, furniture and safety setup, with extra time for a complex programme. Soundcheck every act before opening and finish the venue inspection before guests arrive.
When should I order food and drinks for a music festival?: Confirm catering and drinks quantities at least 2 to 4 weeks before the event, after registrations and dietary requirements have been collected. Chill drinks and check serving equipment on the day before or morning of the festival, depending on storage capacity.

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