How to organise a singer-songwriter festival

A singer-songwriter festival depends on more than booking performers. Start by securing the date and venue, then build the programme around realistic changeover times and each artist’s technical needs. Collect travel, catering and dietary information early, because missing details create delays on festival day. Alongside the programme, prepare volunteers, visitor communications, permits, sound equipment, weather cover and transport for every item that must arrive on site.

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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 festival date
2
Reserve venue
3
Book musicians
2 people
4
Schedule performances
2 people
5
Collect artist information
6
Gather technical requirements
2 people
7
Determine artists' catering needs
8
Recruit volunteers
2 people
9
Assign volunteers
2 people
10
Send invitations
11
Process registrations
2 people
12
Collect dietary requirements
13
Send visitor information
14
Share the artist route
15
Check permits
16
Check insurance
17
Inform neighbors
18
Check the weather forecast
19
Make a bad-weather plan
2 people
20
Order catering
21
Do the shopping
2 people
22
Arrange beverage cooling
23
Reserve equipment
24
Arrange transport for the materials
25
Print the program
26
Make artist badges
27
Create signage
28
Print contact list
29
Prepare the cash register
2 people
30
Check first aid supplies

Event

31
Open venue
2 people
32
Build stage sections
4 people
33
Set up the sound system
3 people
34
Install lighting
2 people
35
Connect power supply
2 people
36
Set up instruments
2 people
37
Set up tables
3 people
38
Set up chairs
3 people
39
Set up the bar
3 people
40
Set up the catering buffet
3 people
41
Chill drinks
2 people
42
Check sanitary facilities
43
Hang decorations
2 people
44
Hang up signage
2 people
45
Set up the artist reception
46
Run the sound check
3 people
47
Review performances
2 people
48
Staff the cash register
2 people
49
Welcome visitors
2 people
50
Distribute program
2 people
51
Assist performers
52
Announce performances
53
Coordinate stage changes
2 people
54
Serve drinks
3 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Refill buffet
2 people
58
Empty trash bins
2 people
59
Check toilets
60
Keep the audience area clean
2 people
61
Serve artist meals
2 people
62
Support the final performance
2 people
63
See visitors out
2 people

Aftercare

64
Close the register
2 people
65
Tear down audio equipment
3 people
66
Dismantle lighting
2 people
67
Dismantle the stage
4 people
68
Pack instruments
2 people
69
Clear away furniture
3 people
70
Wash dishes
3 people
71
Store food safely
2 people
72
Collect waste
3 people
73
Clean the venue
4 people
74
Clean the restrooms
2 people
75
Remove decorations
2 people
76
Return materials
2 people
77
Return equipment
2 people
78
Collect lost and found items
79
Pay performers
80
Check supplier invoices

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Tablesqty 12
Chairsqty 160
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 12

Equipment

Mixing console
PA speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar standsqty 6
Keyboard standsqty 2
Music instrument cablesqty 12
Microphone cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 12
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
String lightsqty 8
Work lightsqty 4
Light standsqty 4

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Tableclothsqty 12
Program boardsqty 4
Artist badgesqty 20
Wristbandsqty 180
Directional signsqty 12

Tableware

Drinking glassesqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Storage binsqty 12

Catering

Napkinsqty 500
Drink cratesqty 12
Lockable water jugsqty 8
Groceries

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 4
Paper displaysqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 8

Administration

Cash register
Payment terminal
Cash box
Program flyersqty 220
Visitor listsqty 4
Pensqty 20
Clipboardsqty 6

Tips

Set the running order only after collecting each performer’s set length, instrument list and changeover needs. Leave a defined gap between acts so microphones, DI boxes, stands and cables can be reset without cutting into the next performance.
Ask artists for technical and catering information at least four weeks before the festival. Confirm whether they need a keyboard stand, guitar stand, monitor, special input or a specific meal, then give the sound team one consolidated document.
Assign volunteers to named shifts rather than asking for general help. Cover artist arrivals, the stage area, visitor registration, the bar or catering point and the final equipment check, with a handover between shifts.
Check permits, insurance and neighbour notifications before publishing the programme. Send visitor information and the artist route at least one week before the event, including arrival instructions and any bad-weather changes.
Test the complete stage setup before doors open: PA speakers, mixing console, microphones, monitors, cables, power strips, extension cords and cable mats. Keep spare batteries and work lights available, and transport equipment early enough to fix missing items before the first set.

Frequently asked questions

How far in advance should I book musicians for a singer-songwriter festival?: Contact and book musicians at least three to six months before the festival, especially if you need several acts on one day. Confirm the date, set length, fee arrangements and technical requirements in writing before publishing the programme.
How long should a changeover take between singer-songwriter acts?: Allow 15 to 30 minutes between acts, depending on how many instruments and microphones change. A solo performer with one guitar may need less time, while a keyboard, DI box and multiple microphone setup require more.
When should I collect artists’ catering and dietary requirements?: Collect catering needs when each artist confirms, and close the final list at least two weeks before the festival. Reconfirm it three to five days before ordering food so late changes do not leave someone without a suitable meal.
What should I do if the weather forecast is bad?: Check the forecast seven days before the festival and again 48 hours before opening. Decide by the 48-hour check whether performances move indoors or need additional cover, lighting, cable protection and a revised visitor message.

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