How to organise a music festival without losing control

Start by fixing the date and venue, then work out the legal, technical and operational requirements before promoting the festival. Artist bookings, permits, toilets, security and power arrangements often take longer than expected, so confirm them early. Once the programme is taking shape, build the site layout, registration process and volunteer rota around it. In the final week, check the grounds, mark emergency exits, print contact details and test every part of the production setup.

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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
Set the festival date
2 people
2
Reserve venue
2 people
3
Apply for a permit
4
Book performers
2 people
5
Compile program
2 people
6
Reserve equipment
2 people
7
Book catering
2 people
8
Reserve toilets
9
Reserve security
10
Arrange first aid
11
Draft invitations
2 people
12
Send invitations
2 people
13
Process registrations
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Collect artist information
17
Check technical requirements
2 people
18
Draw the site layout
2 people
19
Print the run sheet
20
Print contact list
21
Sort wristbands
2 people
22
Make the entrance sign
23
Inspect the grounds
2 people
24
Mark emergency exits
2 people
25
Check the weather forecast
26
Do the shopping
3 people
27
Prepare materials
3 people
28
Fill coolers
2 people
29
Send artist briefing

Event

30
Clear the site
4 people
31
Set up tents
4 people
32
Set up tables and chairs
4 people
33
Check the stage floor
2 people
34
Set up the sound system
4 people
35
Connect microphones
2 people
36
Set up lighting
3 people
37
Connect power supply
2 people
38
Securely finish cables
2 people
39
Set up the bar
3 people
40
Set up the buffet
3 people
41
Prepare snacks
4 people
42
Chill drinks
3 people
43
Set out tableware
2 people
44
Place waste stations
2 people
45
Hang up decorations
3 people
46
Put up signage
2 people
47
Perform sound check
3 people
48
Perform a lighting check
2 people
49
Welcome performers
2 people
50
Brief performers
2 people
51
Staff the entrance
3 people
52
Hand out wristbands
2 people
53
Welcoming the audience
2 people
54
Announce performances
55
Staff the bar
4 people
56
Restock the buffet
3 people
57
Serve snacks
3 people
58
Refill drinks
3 people
59
Collect waste
2 people
60
Check toilets
2 people
61
Monitor crowd safety
2 people
62
Provide catering for performers
63
Wrap up performances
2 people
64
Guide the audience to the exit
3 people
65
Turn off the sound system
2 people
66
Close the bar
3 people

Aftercare

67
Remove decorations
3 people
68
Dismantle technical equipment
4 people
69
Take down tents
4 people
70
Collect furniture
3 people
71
Sort waste
3 people
72
Wash dishes
3 people
73
Clean the grounds
4 people
74
Empty the coolers
2 people
75
Pack leftover food
2 people
76
Clean materials
3 people
77
Hand over the venue
2 people
78
Return borrowed items
2 people
79
Clear away leftover groceries
2 people
80
Handle the deposit and keys

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 10
Bar stoolsqty 12
Bar blocksqty 3
Party tentsqty 4
Stage floor
Dressing room racksqty 4
Coat racksqty 4

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 60
Platesqty 180
Cutlery setsqty 180
Serving bowlsqty 18
Serving spoonsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music laptop
Spare headsetqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

LED light barsqty 8
LED spotlightsqty 6
Light standsqty 4
String lightsqty 6
Battery lanternsqty 10

Kitchen

Coolersqty 6
Refrigeratorsqty 2
Food warmersqty 6
Cutting boardsqty 6
Cooks and vendorsqty 6
Serving tongsqty 10
Measuring cupsqty 4
Ice cube traysqty 8
Washing-up basinsqty 8

Decorations

Festival Flagsqty 12
Balloon archesqty 3
Tableclothsqty 16
Stage drapesqty 4
Photo backdrop
Directional signsqty 10
Program postersqty 20

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and reserve the venue before booking performers or sending invitations. Submit the permit application as soon as the site and expected attendance are known; approval may take several weeks.
Confirm each performer’s technical requirements in writing at least four weeks before the festival. Use that information to plan the stage, mixing console, monitors, microphones, DI boxes, cables and power distribution.
Create the site layout before ordering furniture and facilities. Show the stage, bar, catering area, toilets, entrance, dressing rooms, emergency exits and cable routes so tables, tents and cable mats do not block movement.
Close registrations and collect dietary requirements several days before the event. Use the final headcount to brief catering, prepare wristbands, assign volunteers and print a run sheet and contact list.
Inspect the grounds during the final week and check the weather forecast again 24 hours before opening. Confirm that tents, stage flooring, lighting, PA equipment, extension cords and emergency access are ready before artists arrive.

Frequently asked questions

How far in advance should I start organising a music festival?: Start at least six months before the festival for a small event, and earlier if permits, major artists or complex production are involved. Set the date and venue first, then allow several weeks for permits and supplier confirmations.
When should I book bands for a music festival?: Approach performers four to six months ahead where possible. Collect their technical requirements immediately after booking, and finalise the running order and set times at least four weeks before the event.
How many toilets do I need for a music festival?: Use the expected attendance, event duration and alcohol service rules to calculate the requirement with your toilet supplier or local authority. Confirm the number and delivery time at least four weeks before the festival, rather than waiting until the site layout is finished.
When should I send music festival invitations?: Send invitations or publish registration details six to eight weeks before the festival. Close registrations several days before the event so you can confirm catering numbers, dietary requirements, wristbands and volunteer assignments.

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.