How to organise a music festival from first booking to final soundcheck

A music festival becomes manageable when you build it in the right order: secure the date and venue, book the programme, then confirm permits, safety, suppliers and technical requirements. Work backwards from opening time so artists, crew, catering and volunteers each have a clear deadline. The details people often leave too late are dietary information, artist tech specs, weather plans, parking signs and enough time for sound and lighting checks. Use one shared schedule and contact list throughout the project.

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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
Book the program and artists
2 people
3
Check permits
4
Arrange insurance and safety plan
2 people
5
Collect artist information
6
Gather technical requirements
2 people
7
Reserve catering and bars
2 people
8
Arrange security and first aid
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Make parking and route signs
2 people
13
Create the schedule and contact list
2 people
14
Assign volunteers
2 people
15
Monitor the weather forecast
16
Send artist confirmations
17
Check stock and materials
2 people
18
Check the shopping list
19
Do the shopping
3 people
20
Cool perishables
2 people
21
Check the venue
3 people
22
Cordon off the area
4 people
23
Set up the stage
6 people
24
Connect the sound system
4 people
25
Hang the lighting rig
4 people
26
Connect power supply
3 people
27
Set up the tents
5 people
28
Set up the bar and service counters
4 people
29
Set up tables and chairs
4 people
30
Hang up decorations
3 people
31
Set up toilets and washbasins
3 people
32
Set up waste stations
2 people
33
Set up entrance and wristbands
3 people
34
Set up artist room
3 people
35
Prepare catering
5 people
36
Chill drinks
3 people
37
Prepare snacks
4 people
38
Test sound
3 people
39
Test lighting
2 people

Event

40
Welcome performers
2 people
41
Guide the soundcheck
3 people
42
Staff the entrance
4 people
43
Inform visitors
2 people
44
Open the festival
45
Guide music program
3 people
46
Staff the bar
6 people
47
Serve snacks
3 people
48
Refill drinks
3 people
49
Refill food
2 people
50
Assist performers
2 people
51
Carry out stage changes
4 people
52
Check the audience and venue
4 people
53
Provide first aid
2 people
54
Check toilets
2 people
55
Empty trash bins
2 people
56
Answer audience questions
2 people
57
Announce the final act
58
Close the festival
2 people
59
Guide visitors to the exit
4 people

Aftercare

60
Switch off equipment
3 people
61
Store perishable stock safely
2 people
62
Do a rough clean of the venue
5 people
63
Collect waste
4 people
64
Clean the grounds
4 people
65
Clean the bar and kitchen
4 people
66
Wash dishes and glasses
3 people
67
Dismantle stage and technical equipment
6 people
68
Take down tents and decorations
5 people
69
Collect furniture
4 people
70
Inventory materials
2 people
71
Return rented materials
3 people
72
Collect lost and found items
2 people
73
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 20
Folding chairsqty 120
Beer tablesqty 12
Bar stoolsqty 12
Party tentsqty 6
Stage sectionsqty 12
Bar coolersqty 4

Tableware

Reusable drinking glassesqty 500
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 8
Extension cordsqty 12
Entrance gatesqty 8
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Arrow signsqty 16
Program boardsqty 4
Tableclothsqty 20

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Ice cube traysqty 6

Cleaning

Broom setsqty 4
Mop setsqty 3
Cleaning spraysqty 6
Hand broomsqty 6

Catering

Groceries

Tips

Set the date and venue before booking artists, then check permit requirements and insurance immediately; approvals can take several weeks and may affect capacity, noise limits or opening hours.
Collect each artist’s stage plot, input list and arrival details at least 4 weeks before the festival. Use this information to plan the mixing console, microphones, DI boxes, monitor speakers, cables and changeovers.
Create the running order and contact list 2 weeks before opening, then send artist confirmations and volunteer assignments. Include arrival times, parking instructions, emergency contacts and who has authority on site.
Plan food, bars and reusable tableware from expected attendance, not just registrations. Finalise dietary requirements 7 days beforehand and arrange cooling for perishables before doors open.
Reserve a full setup window rather than treating setup as a last-minute task. Allow several hours for the stage, PA speakers, subwoofers, lighting, cable runs, tents, signage and a complete soundcheck; review the weather forecast daily during the final week.

Frequently asked questions

How long does it take to organise a music festival?: Allow at least 6 months for a small music festival and longer if permits, major artists or complex production are involved. Confirm the date and venue first, then set deadlines for bookings, safety, technical planning and registrations.
When should I book artists for a music festival?: Start booking artists 4 to 6 months before the festival where possible. Collect their technical requirements and travel details as soon as contracts are confirmed, and send final confirmations about 2 weeks before the event.
How many volunteers do I need for a music festival?: The number depends on attendance, entrances and activities, but assign every recurring duty to a named person and keep a reserve for breaks. Finalise the roster at least 2 weeks ahead, with an on-site briefing before setup begins.
How early should a music festival venue be set up?: Plan to access the venue at least 6 hours before the first performance for staging, sound, lighting, catering and safety checks. Complete a full soundcheck before doors open and keep time for fixing cable, power or weather-related problems.

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.