How to organise a street music festival

A street music festival needs more than a list of performers. Start by fixing the date and route, then secure the permit before confirming the programme. Once the route is approved, book musicians, assign performance slots and coordinate traffic measures with everyone affected. In the final week, publish the timetable, brief residents and performers, check sound and power equipment, and prepare for weather changes.

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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
Record date and route
2 people
2
Apply for a permit
3
Contact Musicians
2 people
4
Book musicians
2 people
5
Create the performance schedule
2 people
6
Make reservations
7
Coordinate traffic measures
2 people
8
Inform the neighborhood
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Create a contact list
14
Monitor the weather forecast
15
Publish the program
2 people
16
Remind residents
2 people
17
Inform Musicians
18
Check materials
2 people
19
Check the shopping list
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Clear the route
3 people
24
Put up barriers
4 people
25
Mark stage positions
2 people
26
Set up stalls and tables
4 people
27
Set up chairs
3 people
28
Set up tent
4 people
29
Hang decorations
3 people
30
Set up stage areas
3 people
31
Set up sound equipment
3 people
32
Test microphones
2 people
33
Secure power cables
2 people
34
Set up catering point
3 people
35
Set out snacks
2 people
36
Set out drinks
2 people
37
Put up the information board
38
Place waste stations
2 people
39
Prepare first aid supplies

Event

40
Welcome musicians
2 people
41
Bring musicians to the performance area
2 people
42
Welcome visitors
3 people
43
Distribute program
2 people
44
Announce performances
45
Assist performers
2 people
46
Check the sound level
47
Manage crowd flow
3 people
48
Serve snacks
3 people
49
Serve coffee and tea
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Collect tableware
2 people
53
Check toilets
54
Staff first aid point
55
Register lost property
56
Announce the final act
57
Guide visitors to the exit
3 people

Aftercare

58
Turn off the sound equipment
2 people
59
Clean up catering
3 people
60
Collect waste
4 people
61
Take down tables and chairs
4 people
62
Take down the tent
4 people
63
Remove decorations
3 people
64
Remove the barriers
4 people
65
Clean the street
4 people
66
Wash dishes
2 people
67
Clean materials
2 people
68
Store leftover food
69
Take out the trash
2 people
70
Return materials
2 people
71
Return lost and found items
72
Thank the musicians
2 people
73
Publish the neighborhood notice

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 4
Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 8
High tablesqty 6
Tablecloth clipsqty 16
Storage boxesqty 8

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Music mixersqty 2
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Cable reelsqty 4
Extension cordsqty 8
Power banksqty 6
Spare batteriesqty 24
Megaphonesqty 2
Flashlightsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving bowlsqty 16
Serving plattersqty 12
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot traysqty 4

Decorations

Buntingqty 12
Festival bannersqty 6
Balloon archesqty 2
Chalkboardsqty 8
Chalk markersqty 12

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4

Safety

Crowd barriersqty 20
Traffic conesqty 16
Barrier tapeqty 8
First aid kitsqty 2
Fire extinguishersqty 2
Cable matsqty 12

Communication

Walkie-talkiesqty 8
Program boardsqty 6
Program flyersqty 500
Directional signsqty 12
Markersqty 12
Clipboardsqty 6

Catering

Groceries

Tips

Set the route and date before booking musicians. Allow at least 8 to 12 weeks for permits, traffic measures and neighbourhood notices, especially if several streets are affected.
Build the performance schedule around changeovers, not just playing time. Leave 15 to 20 minutes between acts for moving microphones, DI boxes, mixers and instrument cables.
Walk the entire route with the traffic plan at least 7 days before the festival. Mark stage positions, check where cable reels and extension cords can run safely, and confirm access for emergency vehicles.
Assign volunteers to fixed roles and shifts rather than asking for general help. For a six-hour festival, plan at least two people for route checks and two for performer support at any time.
Track the weather from 7 days out and make the decision point clear. Have tents, coolers, rechargeable speakers, spare batteries, flashlights and a way to protect cables ready before the final 24 hours.

Frequently asked questions

How far in advance should I organise a street music festival?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, route, permit application and musician bookings; leave the final 7 days for briefings, equipment checks and weather decisions.
Do I need a permit for a street music festival?: Usually, yes, if you use public roads, amplified sound, stalls or traffic measures. Check the local requirements before confirming the route, and submit the application as early as possible—ideally 8 to 12 weeks before the event.
How do I plan a street music festival schedule?: List each performance location and allow 15 to 20 minutes between acts for equipment changes. Publish the final programme at least 7 days beforehand, then send musicians a separate call time, location and contact number.
How many volunteers do I need for a street music festival?: For a small route-based festival, plan at least 6 to 10 volunteers for a six-hour day, including route checks, performer support, refreshments and information. Add extra people if volunteers work in shifts or several streets run simultaneously.

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