How to organise a music festival without losing control

A music festival comes together in a strict order: secure the date and site, confirm performers, check permits and insurance, then build the programme and ticketing plan. After that, map audience routes, emergency exits, power and equipment before recruiting and briefing volunteers. The details people often leave too late are artist information, dietary requirements, wristbands, supplier confirmations and a weather decision. Use the plan below to keep production, hospitality and front-of-house work connected.

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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
Book performers and DJs
2 people
3
Check permits
2 people
4
Confirm insurance
5
Make reservations
2 people
6
Collect artist information
7
Create schedule and timetable
2 people
8
Send invitations
2 people
9
Open online ticket sales
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm suppliers
2 people
13
Recruit volunteers
2 people
14
Create volunteer shifts
15
Archive artist contracts
16
Create a site map
2 people
17
Develop audience routing
2 people
18
Determine emergency exits
2 people
19
Check the weather forecast
20
Order stage and equipment
2 people
21
Check the shopping list
2 people
22
Buy stock of shelf-stable products
3 people
23
Sort wristbands and tickets
2 people
24
Send artist briefing
25
Clear the site
4 people
26
Have the stage built
6 people
27
Install sound and lighting
5 people
28
Set up tents and fences
6 people
29
Connect power supply
3 people
30
Set up tables and chairs
4 people
31
Set up the bar and serving area
4 people
32
Hang up decorations
3 people
33
Set up crew area
2 people
34
Fill coolers
3 people
35
Prepare snacks
4 people
36
Restock sanitary facilities
2 people
37
Perform the technical sound check
4 people
38
Welcome performers
2 people
39
Set up backstage
3 people
40
Brief volunteers
2 people
41
Test cash registers and scanners
2 people
42
Set up the entrance and queue
3 people
43
Set out food and drinks
4 people
44
Carry out opening check
3 people

Event

45
Welcome visitors
6 people
46
Scan Tickets
4 people
47
Hand out wristbands
3 people
48
Support first performances
3 people
49
Serve drinks
5 people
50
Serve snacks
4 people
51
Refill drinks
3 people
52
Replenish Food and Tableware
3 people
53
Coordinate stage changes
3 people
54
Take care of artists backstage
2 people
55
Keep the audience area clean
3 people
56
Empty trash bins
3 people
57
Check toilets
2 people
58
Announce the stage program
59
Register lost property
60
Support the final performance
3 people
61
Guide the exit flow
5 people
62
Close the bar and cash register
3 people
63
Shut down equipment safely
3 people

Aftercare

64
Clear the stage and grounds
6 people
65
Take down tents and fences
6 people
66
Dismantle sound and lighting
5 people
67
Collect furniture
4 people
68
Collect litter across the site
5 people
69
Wash dishes and supplies
3 people
70
Clean the bar and kitchen
4 people
71
Clean the restrooms
3 people
72
Leave the site clean
4 people
73
Count inventory
2 people
74
Store leftover food
2 people
75
Return equipment
3 people
76
Return furniture
3 people
77
Hand over the keys and site
2 people
78
Handle lost property
79
Collect supplier invoices
80
Respond to visitor messages

What to bring

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

Furniture

Stage
Party tentsqty 4
High tablesqty 20
Beer tablesqty 12
Benchesqty 24
Bar matsqty 4
Countersqty 3
Clothes racksqty 2

Equipment

Speakersqty 6
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Stage monitorsqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Generator
Cable traysqty 20
Gaffer tapeqty 8
Walkie-talkiesqty 8
Ticket scannersqty 4
Cash registersqty 3
Payment terminalsqty 3
Crowd barriersqty 30
Rolls of barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 3
Flashlightsqty 8
Fire extinguishersqty 6

Lighting

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

Tableware

Reusable cupsqty 700
Wine glassesqty 80
Platesqty 300
Cutlery setsqty 300
Small bowlsqty 40
Serving traysqty 20

Kitchen

Coolersqty 8
Drink cratesqty 12
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 12
Serving spoonsqty 12
Thermos flasksqty 6
Water jugsqty 12

Decorations

Festival Flagsqty 12
Buntingqty 20
Stage drapesqty 4
Menu boardsqty 8
Route signsqty 12
Program boardsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 6
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 6
Broom setsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the programme before opening online ticket sales. Collect artist availability, technical requirements and contact details early enough to create a timetable with realistic changeover times.
Walk the site with the finished map before equipment arrives. Mark entrances, emergency exits, audience routes, bars, stage positions and cable paths so extension cords and cable trays do not become trip hazards.
Treat power as a production task, not a last-minute equipment order. Check the load for speakers, subwoofers, lighting, payment terminals and other systems, and arrange an aggregaat where the site supply is insufficient.
Send the artist briefing at least 7 days before the festival. Include arrival instructions, set times, stage access and the information each performer needs, then archive the signed contracts in one place.
Make the final weather and stock check 24 to 48 hours before opening. Confirm tents, lighting, reusable cups, tickets, wristbands and payment equipment, and assign volunteers to shifts rather than relying on people to turn up.

Frequently asked questions

How far in advance should I organise a music festival?: Start at least 6 to 12 months ahead for a festival with booked artists, ticket sales and site infrastructure. Use the first months for the date, location, permits, insurance and performer contracts; leave the final 2 weeks for supplier, volunteer, weather and stock checks.
When should I book bands and DJs for a music festival?: Book headline performers 6 to 9 months before the event where possible, and confirm the remaining programme at least 3 months ahead. Collect technical and hospitality information as soon as each act is confirmed so the stage plan and timetable remain workable.
How do I plan power and sound for a music festival?: List every major load, including the stage, speakers, subwoofers, lighting, mixing equipment and payment systems, at least 6 weeks before the event. Ask the supplier to confirm the required power capacity, cable routes and backup arrangements before ordering an aggregaat or other equipment.
When should volunteers receive their festival shifts?: Create volunteer shifts 2 to 3 weeks before the festival and send each person their role, start time and meeting point. Hold a final briefing 1 to 2 days beforehand, covering audience routing, emergency exits, radios, ticket scanners and who handles supplier or artist questions.

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.