How to organise a story festival from start to finish

A story festival needs more than a programme and a few chairs. Start by fixing the date, confirming storytellers and authors, and reserving a venue with enough rooms for parallel reading sessions. Then manage invitations, registrations and dietary requirements before you print the final visitor list, programme and signs. In the final week, brief every storyteller, check the sound system and prepare the reception, reading corners, lighting, drinks and tableware in a clear setup order.

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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 date and program
2 people
2
Confirm storytellers and authors
2 people
3
Reserve the venue and rooms
4
Check permits and notifications
5
Send invitations
2 people
6
Announce the festival online
7
Process registrations
8
Collect dietary requirements
9
Create the final visitor list
10
Print the program and route signs
2 people
11
Prepare name badges
2 people
12
Calculate catering quantities
2 people
13
Do the shopping
2 people
14
Collect fresh produce
2 people
15
Send storyteller briefing
16
Bring materials to the venue
3 people
17
Check the venue
2 people

Event

18
Set up tables and chairs
4 people
19
Set up reading corners
3 people
20
Set up the reception desk
2 people
21
Hang decorations
2 people
22
Set up lighting and ambient lighting
2 people
23
Test sound equipment
2 people
24
Set out microphones
25
Prepare coffee and tea
2 people
26
Set up the buffet and drinks
3 people
27
Staff the reception desk
2 people
28
Register visitors
2 people
29
Explain the program
30
Lead the first storytelling round
2 people
31
Refill drinks
2 people
32
Serve break snacks
3 people
33
Lead the second storytelling round
2 people
34
Serve the evening buffet
4 people
35
Keep tableware and tables tidy
2 people
36
Support the evening program
2 people
37
Wrap up the final storytelling round
38
See visitors out
2 people

Aftercare

39
Clear away food and drinks
3 people
40
Switch off equipment
2 people
41
Take down tables and chairs
4 people
42
Collect and sort waste
3 people
43
Wash dishes
3 people
44
Clean the venue
4 people
45
Return materials
3 people
46
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Stoolsqty 12
Tableclothsqty 12
Coat racksqty 3

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Spare batteriesqty 12

Lighting

LED lampsqty 8
String lightsqty 4
Extension cordsqty 2

Decorations

Story Postersqty 12
Buntingqty 8
Table décorqty 12
Chalkboardsqty 6
Chalk markersqty 12
Book standsqty 8
Name badgesqty 100
Pensqty 30
Program flyersqty 110

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Soup bowlsqty 90
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Food warmersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Soup ladlesqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Build the programme around the rooms you have, not the other way around. Allow at least 15 minutes between sessions if visitors need to move between reading corners, collect coats or find the next room.
Send the storyteller briefing at least 7 days before the festival. Include arrival time, room assignment, session length, microphone arrangements and who to contact if equipment fails.
Close registrations early enough to create a reliable visitor list. Aim to finalise names and dietary requirements at least 3 days before printing badges, programme flyers and route signs.
Test every microphone, speaker, mixer and laptop connection in the actual rooms on setup day. Keep spare batteries and extension cords together so a technical problem does not delay the first reading.
Set up the reception desk before decorating the venue. Put badges, pens, programmes and route signs there first, then prepare coffee, tea, glasses and catering quantities based on the confirmed attendance.

Frequently asked questions

How far in advance should I organise a story festival?: Start at least 8 to 12 weeks ahead. That gives you time to confirm storytellers and authors, reserve suitable rooms, check permits or notifications, announce the festival and process registrations.
How many rooms do I need for a story festival?: Use one room for each session running at the same time, plus a separate reception or quiet waiting area if possible. Add at least 15 minutes between sessions when visitors must change rooms.
When should I confirm the final visitor list?: Confirm it 3 days before the festival, after collecting dietary requirements. Print name badges, programme flyers and route signs only after late cancellations and access needs have been checked.
When should I test the sound equipment?: Test microphones, speakers, the mixer and laptop connections during venue setup, preferably the day before or at least 2 hours before doors open. Check every reading room separately because cables and room acoustics can differ.

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