How to organise a singer-songwriter festival

A singer-songwriter festival works best when the programme, sound setup and visitor flow are planned together. Start by fixing the date and venue, then confirm performers before building the schedule and promotion around them. Allow time for soundchecks, artist information, dietary requirements and volunteer briefings—not just the performances. This guide follows a practical order for planning a festival with several acoustic acts, shared technical equipment and food and drink for visitors and crew.

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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
3
Contact performers
2 people
4
Finalize the entertainment schedule
2 people
5
Gather technical requirements
2 people
6
Work out the performance schedule
2 people
7
Confirm reservations
8
Send invitations
2 people
9
Process registrations
10
Post promotion online
2 people
11
Distribute posters
3 people
12
Collect dietary requirements
13
Send artist information
14
Create the crew schedule
2 people
15
Check visitor list
16
Inventory equipment
2 people
17
Draw stage layout
2 people
18
Create menu
19
Brief volunteers
2 people
20
Check the weather forecast
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Pick up chilled goods
2 people
24
Set up artist rooms
2 people
25
Prepare snacks
3 people
26
Chill drinks
2 people
27
Prepare coffee station
2 people

Event

28
Open venue
2 people
29
Receive deliveries
3 people
30
Set up the stage
4 people
31
Set up the sound system
3 people
32
Connect microphones
2 people
33
Hang lighting
3 people
34
Check power outlets
2 people
35
Set up tables and chairs
4 people
36
Hang up decorations
3 people
37
Set up the registration desk
2 people
38
Set up the catering buffet
3 people
39
Set up the bar
3 people
40
Check toilets
41
Place waste stations
2 people
42
Welcome performers
2 people
43
Run the sound check
3 people
44
Set up catering for the crew
2 people
45
Staff the registration table
2 people
46
Welcome visitors
3 people
47
Distribute program
2 people
48
Serve coffee and tea
2 people
49
Support the first performance
2 people
50
Serve snacks
3 people
51
Serve drinks
3 people
52
Refill drinks
2 people
53
Tear down the performances
3 people
54
Announce performers
55
Keep the audience area clean
2 people
56
Empty trash bins
2 people
57
Clean toilets in between
58
Support the final performance
2 people
59
See visitors out
3 people
60
Close the register
2 people
61
Switch off equipment
2 people

Aftercare

62
Cover food and drinks
2 people
63
Dismantle Stage Equipment
4 people
64
Clear tables and chairs
4 people
65
Remove decorations
3 people
66
Wash dishes
3 people
67
Clean the venue
4 people
68
Dispose of waste
2 people
69
Sort leftover food
2 people
70
Inventory materials
2 people
71
Return borrowed items
2 people
72
Pay performers
73
Keep lost and found items
74
Respond to visitor messages
75
Archive photos and files

What to bring

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

Furniture

Stage sectionsqty 8
Party tentsqty 3
Beer tablesqty 10
Tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Instrument cablesqty 10
Extension cordsqty 10
Power stripsqty 8
Laptop for music
Cash registersqty 2
Card machine
Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8
Cable matsqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8

Decorations

Festival Flagsqty 30
Stage drapesqty 4
Program standsqty 6
Chalkboardsqty 4
Directional signsqty 10
Name badgesqty 40

Cleaning

Waste binsqty 12
Dustpans and brushesqty 4
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Set the running order only after checking each performer’s technical requirements. Allow at least 30 minutes between acts for changeovers and soundchecks, especially when microphones, DI boxes or instrument cables need to be swapped.
Create one artist information sheet no later than 7 days before the festival. Include arrival time, performance length, soundcheck slot, room arrangements, parking or unloading instructions and a contact number.
Plan power and cable routes before the stage is assembled. Keep speakers, mixing equipment and lighting on suitable circuits, and cover every cable crossing with cable mats so visitors and crew do not trip.
Build the crew schedule in shifts of about 3 to 4 hours. Assign named people to artist arrivals, the visitor list, the bar or food service, equipment checks and weather decisions instead of relying on whoever happens to be nearby.
Check the weather forecast 48 hours before opening and again on the morning of the festival. If outdoor areas are involved, decide in advance where party tents, battery lanterns, tables and chairs will move if rain or wind affects the programme.

Frequently asked questions

How far in advance should I book a singer-songwriter festival venue?: Aim to reserve the venue at least 6 months before the festival, particularly if you need a stage, party tents, technical equipment or outdoor space. Confirm access times, power, noise limits and wet-weather options before paying a deposit.
How much time should I allow between singer-songwriter acts?: Allow 30 minutes between sets for a normal changeover and soundcheck. Add another 15 to 30 minutes if performers use different instruments or need extra microphones, DI boxes or monitor speakers.
When should I send the festival schedule to performers?: Send the confirmed schedule and artist information at least 7 days before the event. Reconfirm arrival times and any dietary requirements 48 hours beforehand, then keep a printed copy for the crew.
How many volunteers are needed for a small singer-songwriter festival?: Plan for at least 1 volunteer handling arrivals and the visitor list, 1 supporting artists, 1 overseeing food and drinks, and 1 monitoring the room or outdoor area during opening hours. For a four-hour programme, schedule these roles in shifts so nobody is working continuously.

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