How to organise a music festival without losing control

Start with the date, location and legal requirements before announcing any artists. Once permits, insurance and the core suppliers are secured, build the programme around confirmed contracts and production needs. Sound, lighting, power, toilets, security and first aid must be planned together rather than added at the end. Then move to promotion, registrations, catering and volunteer assignments, finishing with a detailed run sheet and a weather check before festival 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
Apply for permits
3
Take out insurance
4
Book performers
2 people
5
Confirm artist contracts
6
Book sound company
7
Book the lighting company
8
Reserve security
9
Arrange first aid
10
Reserve toilets
11
Book catering
2 people
12
Reserve parking spaces
13
Compile program
2 people
14
Create festival name and brand identity
2 people
15
Develop promotion plan
2 people
16
Publish event page
17
Send invitations
2 people
18
Launch the social media campaign
2 people
19
Process registrations
2 people
20
Collect dietary requirements
21
Recruit volunteers
2 people
22
Assign volunteers
2 people
23
Print the run sheet
24
Send artist information
25
Check the weather forecast
26
Buy groceries
3 people
27
Check materials
3 people
28
Mark location
3 people
29
Clean the grounds
4 people
30
Build the stage and tents
6 people
31
Set up the sound system
4 people
32
Set up lighting
3 people
33
Connect power supply
3 people
34
Set up crowd barriers
4 people
35
Set up tables and chairs
4 people
36
Set up bar and serving points
4 people
37
Set up food stands
4 people
38
Hang up decorations
3 people
39
Put up directional signs
2 people
40
Set up the first aid station
2 people
41
Check toilets
2 people

Event

42
Welcome performers
2 people
43
Guide the soundcheck
3 people
44
Set up the cash register and wristbands
3 people
45
Open the public entrance
4 people
46
Welcome visitors
4 people
47
Announce the program
48
Serve drinks
5 people
49
Serve snacks and meals
6 people
50
Refill drinks
3 people
51
Empty trash bins
2 people
52
Check toilets periodically
2 people
53
Keep the audience area clean
3 people
54
Take care of artists backstage
2 people
55
Guide the performances
2 people
56
Operate lighting
57
Check the sound level
58
End final performance
2 people
59
Guide the exit
4 people
60
Close the register
2 people
61
See off the artists
2 people

Aftercare

62
Switch off equipment
3 people
63
Collect waste
5 people
64
Wash dishes and glassware
4 people
65
Clean up the venue
6 people
66
Clean the venue
4 people
67
Dismantle stage and tents
6 people
68
Arrange for the sound equipment to be picked up
2 people
69
Have lighting equipment picked up
2 people
70
Have the fences and toilets collected
2 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Process lost property
74
Collect invoices

What to bring

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

Furniture

Stage
Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar matsqty 4
Backstage tablesqty 4
Backstage benchesqty 6

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 4
Musical instruments
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Generator
Cash registersqty 2
Card machinesqty 3
Walkie-talkiesqty 8
Power banksqty 6

Lighting

Stage lightsqty 8
Mood lightingqty 12
Work lightsqty 4
Light standsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water glassesqty 100

Kitchen

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Serving utensilsqty 12
Cooling racksqty 6

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Wayfinding signsqty 12
Program postersqty 20
Wristbandsqty 500

Cleaning

Waste binsqty 20
Dustpan and brushqty 6
Broomqty 6
Mop setsqty 4
Cleaning bucketsqty 6
Cleaning cartqty 2

Catering

Groceries

Tips

Set the date and location before booking performers, then apply for permits and arrange insurance immediately. Permit processing can take several weeks, so do not publish the event page while key approvals are still pending.
Confirm artist contracts before publishing the programme. Send each performer their arrival time, stage details, sound requirements and contact information at least 7 days before the festival.
Treat sound, lighting and power as one production plan. Confirm the stage, speakers, mixing console, microphones, monitors, cables, work lights and generator with the suppliers, then allow time for a full soundcheck.
Assign volunteers to specific shifts and jobs instead of keeping a general pool. Print the run sheet and give every team member the schedule, contact list and reporting point before doors open.
Check practical capacity at least 48 hours before the event: toilets, parking, catering, reusable cups, drinks, dietary requirements and weather protection. A late forecast change is much easier to handle when tents, coolers and drink dispensers are already reserved.

Frequently asked questions

How far in advance should I start organising a music festival?: Start at least 6 months before the festival for a small or medium-sized event. Begin with the date, location, permits and insurance, then secure artists and production suppliers before promotion starts.
When should I book artists and technical suppliers for a music festival?: Book performers, sound and lighting companies around 4 to 6 months in advance when possible. Finalise artist contracts and technical requirements no later than 6 weeks before the event.
How many volunteers do I need for a music festival?: Use the expected workload rather than one fixed ratio: plan separate coverage for registration, artist support, catering, site tasks and information points. Publish shifts at least 2 weeks ahead and keep a small reserve for breaks and last-minute absences.
When should I check the weather before a music festival?: Make a first operational check 48 hours before the festival and a final check on the morning itself. Use those checks to confirm tents, work lights, clothing, power protection and any programme changes.

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.