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 permits, confirm artists and plan how people, sound and power will move through the space. Build the programme around set times and realistic changeovers, and give residents and volunteers clear information early. The final checks—weather, cables, batteries, signage, catering and artist briefings—are where many otherwise well-planned festivals go wrong.

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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 permits
3
Select performing artists
3 people
4
Contact performers
2 people
5
Confirm performances
2 people
6
Schedule performances
2 people
7
Make reservations
8
Recruit volunteers
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Inform local residents
2 people
13
Request artist information
2 people
14
Publish the program
2 people
15
Create floor plan
2 people
16
Assign volunteers
2 people
17
Order catering
2 people
18
Check materials
2 people
19
Mark the route and audience flow
3 people
20
Check the weather forecast
21
Send final briefing to artists
2 people
22
Do the shopping
3 people
23
Fill coolers
2 people
24
Print programs
2 people
25
Prepare name badges
2 people
26
Bring materials to the venue
4 people
27
Set up barriers
4 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Build party tents
5 people
31
Set up artist counters
2 people
32
Set up the info point
2 people
33
Set up the catering table
3 people
34
Chill drinks
2 people
35
Prepare snacks
4 people
36
Set out coffee and tea
2 people
37
Hang lighting
3 people
38
Hang up decorations
3 people
39
Place programs
2 people
40
Test sound equipment
2 people
41
Tape down power cables securely
2 people

Event

42
Welcome performers
3 people
43
Guide performers to the stages
3 people
44
Check in volunteers
2 people
45
Welcome the audience
4 people
46
Distribute program
2 people
47
Announce performances
48
Keep play areas clear
3 people
49
Serve drinks
4 people
50
Refill drinks
2 people
51
Serve snacks
3 people
52
Refill coffee and tea
2 people
53
Empty trash bins
2 people
54
Keep the audience area clean
2 people
55
Provide artists with water
2 people
56
Communicate schedule changes
2 people
57
Turn on lighting
58
Announce the final act
59
Guide the audience to the exit
3 people
60
Check out the artists
2 people

Aftercare

61
Turn off the sound equipment
2 people
62
Store food safely
2 people
63
Collect waste
4 people
64
Take down tables and chairs
4 people
65
Take down party tents
5 people
66
Remove barricades
4 people
67
Wash dishes
3 people
68
Clean the venue
5 people
69
Inventory materials
2 people
70
Set aside damaged materials
2 people
71
Return borrowed materials
2 people
72
Clear away leftover groceries
2 people
73
Take waste to the collection point
2 people
74
Register lost and found items
75
Send performers a thank-you note
76
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 36
Beer tablesqty 6
High tablesqty 6
Folding chairs for performersqty 12
Clothes racksqty 2
Storage cratesqty 12

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Music standsqty 4
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Batteriesqty 24
Power banksqty 4
Walkie-talkiesqty 6
Flashlightsqty 6

Lighting

String lightsqty 6
LED work lightsqty 4
Night lightsqty 4
Extension cords for lightingqty 4

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpsqty 2
Festival bannersqty 6
Directional signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Tableclothsqty 12
Cable tiesqty 100
Duct tapeqty 6
Barrier tapeqty 8

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Pitchersqty 8
Serving traysqty 8
Napkin holdersqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Storage binsqty 12
Bottle openersqty 6
Ice packsqty 24

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Bucketsqty 4
Cleaning spongesqty 12

Safety

Crowd control barriersqty 20
Cable matsqty 12
First aid kitsqty 2
Safety vestsqty 12
Pocket-size walkie-talkie casesqty 6
Fire extinguishersqty 2

Catering

Groceries

Tips

Fix the date and route before booking performers. Apply for permits early, because a route through public space can affect traffic, residents, sound levels and access for emergency services.
Plan the programme with changeover time, not just performance time. Leave at least 15 minutes between acts at each location for moving microphones, stands, speakers and performers.
Make a power plan for every performance point. Count extension cords, cable reels, power strips and batteries in advance, and keep cables out of walking routes or cover them properly.
Give volunteers fixed posts and simple communication. Assign people to entrances, audience flow, artist support and equipment, then use walkie-talkies or a short written briefing so problems do not get passed around informally.
Do the final site check the day before and again on the morning itself. Check the weather forecast, route markings, directional signs, lighting, coolers, printed programmes and the artist information before the first act arrives.

Frequently asked questions

How far in advance should I organise a street music festival?: Start at least 3 to 6 months ahead if the festival uses public streets. Record the date and route first, then allow time for permits, artist bookings, resident notifications, volunteers and equipment.
How much time should I leave between street music performances?: Allow at least 15 minutes between acts at the same location, and 30 minutes if performers or equipment must move to another point. Add extra time to the published programme rather than making the audience wait.
How many volunteers do I need for a street music festival?: Plan for at least 1 volunteer per performance point, plus 2 people for artist support and 2 for route or audience flow. Add a coordinator for every 10 to 15 volunteers so questions have a clear contact.
What should I check on the day of a street music festival?: Check the forecast, route markings, signs, power connections, sound equipment, batteries, lighting and weather protection before opening. Finish the artist briefing at least 60 minutes before the first performance.

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