How to organise a street art festival

Start by fixing the date, location and festival route before contacting artists or booking workshops. Then handle permits, artist details, registrations and the programme in that order, so your floor plan reflects what is actually happening. Street art festivals also need early planning for power, weather cover, workshop materials and crowd movement. Leave the final week for deliveries, printed materials, signs and volunteer briefings rather than major decisions.

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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 and location
2 people
2
Submit permits and notifications
3
Invite artists
2 people
4
Book workshops and acts
2 people
5
Send invitations
2 people
6
Publish the festival page
7
Process registrations
2 people
8
Collect dietary requirements
9
Make reservations
10
Collect artist details
2 people
11
Process workshop registrations
2 people
12
Compile program
2 people
13
Create floor plan
2 people
14
Post social media announcement
15
Send out the street performers letter
16
Assign volunteers
2 people
17
Confirm deliveries
18
Check the shopping list
2 people
19
Purchase art supplies
2 people
20
Pick up printed materials
21
Prepare route signs
2 people
22
Sort wristbands and wristbands
2 people
23
Prepare workshop kits
3 people
24
Prepare name badges
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Set out materials by zone
3 people

Event

28
Welcome artists
2 people
29
Cordon off the area
4 people
30
Set up tables
4 people
31
Set up chairs and stools
3 people
32
Build party tents
6 people
33
Set up artist booths
6 people
34
Set up workshop tables
4 people
35
Set up exhibition walls
4 people
36
Hang up decorations
3 people
37
Hang lighting
3 people
38
Display the art materials
4 people
39
Set up the information desk
2 people
40
Set up the registration desk
2 people
41
Test Sound System
2 people
42
Put up route signs
3 people
43
Conduct a safety check
2 people
44
Brief volunteers
2 people
45
Receive participants
3 people
46
Process registrations
3 people
47
Explain the program
48
Guide the live painting
3 people
49
Lead the workshops
6 people
50
Staff the artists' booths
8 people
51
Serve drinks
4 people
52
Serve snacks
4 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Keep worktables clean
2 people
56
Answer audience questions
2 people
57
Guide photo moments
58
Turn on evening lighting
59
Wrap up the final workshop
4 people
60
Guide the audience to the exit
3 people
61
Pack artworks safely
4 people
62
Handle the final round of drinks
2 people
63
Turn off music and lighting
2 people

Aftercare

64
Carefully take down the tents
6 people
65
Take down tables and chairs
4 people
66
Gather art supplies
4 people
67
Sort and dispose of waste
3 people
68
Clean the grounds
5 people
69
Clear away lights and cables
3 people
70
Wash dishes and supplies
3 people
71
Clear the info desk
2 people
72
Check borrowed items
2 people
73
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Chairsqty 80
Bar stoolsqty 12
Exhibition wallsqty 12
Clothes racksqty 4
High tablesqty 8

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6
Coolersqty 6
Handheld megaphonesqty 2

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Art supplies

Spray paint colorsqty 40
Acrylic paint setsqty 12
Brushesqty 80
Paint rollersqty 24
Paint traysqty 24
Painter's canvasesqty 50
Drawing paperqty 500
Sidewalk chalk setsqty 30
Markersqty 80
Pencilsqty 100
Colored pencilsqty 60
Scissorsqty 30
Glue Sticksqty 60
Mixing palettesqty 30
Protective apronsqty 40
Tarpsqty 20
Masking tapeqty 30
Painter's tapeqty 20
Hanging hooksqty 100
Ropeqty 4
Work glovesqty 40

Decorations

Festival Flagsqty 30
Balloonsqty 100
Name badgesqty 100
Program postersqty 30
Route signsqty 12
Directional signsqty 20
Chalkboardsqty 8
Cocktail table coversqty 8

Tableware

Reusable cupsqty 600
Reusable platesqty 300
Reusable cutleryqty 300
Pouring jugsqty 12
Serving traysqty 10
Coffee potsqty 4
Teapotsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Storage binsqty 20
Ice spoonsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Marker conesqty 20
Crowd control barriersqty 20
Cable matsqty 12

Catering

Groceries

Tips

Submit permits and public-space notifications before publishing the festival page or sending invitations. Allow several weeks for replies, and check whether workshops, street performers, amplified sound and temporary structures require separate approval.
Build the programme around the site plan, not the other way around. Mark exhibition walls, workshop tables, performance areas, power points and routes for visitors before assigning artists and acts to specific spaces.
Collect artist and workshop information early, including names, requirements and dietary details where relevant. Close workshop registrations before the final programme is printed, then keep a short waiting list for cancellations.
Prepare one workshop kit per registered group, plus a small spare supply. Count spray paint, acrylic paint, brushes, rollers, trays, canvases, paper, chalk, markers, pencils, scissors and glue sticks separately so missing items are found before setup.
Treat the last seven days as a logistics week: confirm deliveries, pick up printed materials, sort wristbands and name badges, prepare route signs, charge power banks and test speakers, microphones, extension cords and power strips. Volunteers should receive their positions and arrival times before the event morning.

Frequently asked questions

How far in advance should I organise a street art festival?: Start at least 12 weeks before the festival. Fix the date and location first, then submit permits, invite artists and book workshops before publishing the programme.
When should I invite street artists for a festival?: Contact artists 10 to 12 weeks ahead, especially if they need large work areas, exhibition walls or specific paint supplies. Collect final names, artwork details and technical requirements no later than 4 weeks before the event.
How much art material do I need for a street art workshop?: Plan one complete kit per registered participant or group, depending on the workshop format, and keep at least 10% spare supplies. Count consumables separately during the final-week shopping check.
When should I prepare signs and the festival floor plan?: Draft the floor plan about 4 weeks before the event, once the programme is stable. Prepare and print route signs during the final week, then place them after tents, tables, exhibition walls and workshop areas are installed.

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