How to organise a street festival

Start with the date, programme and the space your street festival will use. Secure the street and grounds before inviting performers, stallholders or visitors, then allow time for permits, insurance and supplier confirmations. Once the layout is clear, plan power, barriers, first aid, food requirements and volunteer cover around it. The final week is for publishing timings, printing the floor plan, checking equipment and briefing everyone who will be working on the day.

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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
Reserve street and grounds
3
Apply for permits
4
Check insurance
5
Confirm performances
2 people
6
Contact stallholders
2 people
7
Recruit volunteers
2 people
8
Send invitations
2 people
9
Publish festival online
10
Process registrations
2 people
11
Collect dietary requirements
12
Create booth layout
2 people
13
Publish performance times
14
Confirm suppliers
15
Make a shopping list
2 people
16
Inventory materials
2 people
17
Prepare donation boxes
2 people
18
Print floor plan
19
Check the route and barriers
2 people
20
Check first aid supplies
21
Check power outlets
2 people
22
Create the volunteer schedule
2 people
23
Inform stall holders
24
Make decorations
4 people
25
Sort T-shirts and badges
2 people
26
Exchange cash
27
Do the shopping
3 people
28
Chill drinks
2 people
29
Prepare snacks
4 people
30
Prepare materials
3 people

Event

31
Set up barriers
4 people
32
Build the stalls
6 people
33
Set up tables
4 people
34
Set up chairs
3 people
35
Set up the stage area
3 people
36
Connect sound equipment
2 people
37
Test microphones
2 people
38
Hang lighting
3 people
39
Hang decorations
4 people
40
Set up the information desk
2 people
41
Set up the donation point
2 people
42
Set up food stall
4 people
43
Set up coffee station
2 people
44
Lay out crockery and cutlery
2 people
45
Check in volunteers
2 people
46
Receive booth holders
3 people
47
Receive performers
2 people
48
Announce the opening
49
Welcome visitors
4 people
50
Provide information
2 people
51
Register donations
2 people
52
Serving food
5 people
53
Serve coffee and tea
2 people
54
Refill drinks
2 people
55
Refill snacks
2 people
56
Guide the performances
2 people
57
Provide music
58
Empty trash bins
2 people
59
Check toilets
2 people
60
Keep rest areas tidy
2 people
61
Announce the final round
62
See visitors out
4 people
63
Finalizing food and drinks
3 people

Aftercare

64
Have stallholders pack up
3 people
65
Turn off the sound equipment
2 people
66
Remove decorations
4 people
67
Dismantle furniture
5 people
68
Remove barricades
4 people
69
Collect waste
5 people
70
Sweep the grounds
3 people
71
Wash dishes
3 people
72
Empty coolers
2 people
73
Secure donation money
2 people
74
Collect lost and found items
2 people
75
Clean materials
3 people
76
Store materials dry
2 people
77
Return borrowed items
2 people
78
Distribute leftover stock
2 people
79
Make the site ready for handover
2 people
80
Complete donation administration
2 people
81
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Buffet tablesqty 4
Clothes racksqty 4
Storage boxesqty 12
Tablecloth racksqty 2

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 80
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 20

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 4
Induction hobsqty 2
Handheld megaphone
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving tongsqty 12
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 6
Ice packsqty 30
Aluminum foilqty 4

Decorations

Buntingqty 20
Balloonsqty 200
Balloon pumpsqty 4
Bannersqty 8
Directional signsqty 12
Tableclothsqty 20
Chalkboardsqty 12

Lighting

String lightsqty 10
LED lampsqty 16
Lanternsqty 12

Cleaning

Waste binsqty 20
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Mop setsqty 3
Hand broomsqty 4

Safety

Crowd control barriersqty 24
Traffic conesqty 20
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6

Information

Information boardsqty 8
Program flyersqty 500
Floor plansqty 300
Name stickersqty 150
Pensqty 30
Clipboardsqty 8
Wallet traysqty 6

Donations

Lockable donation boxesqty 6
Payment terminalsqty 2
Cash drawersqty 4
Coupon bookletsqty 6

Catering

Groceries

Tips

Set the date and programme before making public promises. Confirm performances and publish performance times only after you know the street layout, access arrangements and supplier schedule.
Treat permits, insurance and the street reservation as the first fixed deadlines. Start those applications early enough to leave several weeks for questions, revisions or missing documents.
Build the site plan around practical access, not just where stalls look best. Mark market stalls, party tents, tables, speakers, power outlets, barriers and a clear route on the printed floor plan.
Give each volunteer a defined shift and location. Create the schedule before invitations and registrations are final, then keep spare cover for setup, first aid support, stallholder questions and pack-down.
Check equipment at least one day before the festival. Test active speakers, microphones, mixer, extension cords and power strips, and count reusable cups, plates, bowls and cutlery before suppliers arrive.

Frequently asked questions

How far in advance should I apply for a street festival permit?: Start the permit process as soon as the date and route are known, ideally several weeks before the festival. Applications may need a site plan, barrier plan, insurance details and information about performances or food stalls.
When should I contact street festival stallholders?: Contact stallholders once the date, space and basic programme are confirmed, usually at least 6 to 8 weeks before the event. Set a clear deadline for registrations and dietary requirements so the booth layout and food planning can be completed on time.
How many volunteers do I need for a street festival?: Plan at least one named volunteer for each active job or area during every shift, plus spare cover for breaks and unexpected problems. Finalise the volunteer schedule before event week and give everyone their location, start time and responsibility.
When should I test the sound system and power?: Check outlets, extension cords, power strips, speakers, microphones and the mixer during setup and test the full system before visitors arrive. Keep a second check scheduled at least one hour before the first performance, because cables or connections often change during setup.

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.