How to organise a street music festival

A street music festival needs more than a line-up and a few speakers. Start by fixing the date and route, then secure permits, insurance and traffic measures before you confirm the programme. After that, coordinate artists, technical needs, volunteers, catering, toilets and waste collection around each stage location. This order helps prevent the most common problems: missing power, late artist contracts, blocked access routes and residents hearing about the event too late.

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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
2 people
3
Check insurance
4
Select performing bands
3 people
5
Contact Musicians
2 people
6
Confirm performances
2 people
7
Collect artist contracts
2 people
8
Gather technical requirements
2 people
9
Compile program
3 people
10
Determine stage locations
3 people
11
Make route map
2 people
12
Coordinate traffic measures
2 people
13
Inform local residents
2 people
14
Send invitations
2 people
15
Process registrations
2 people
16
Collect dietary requirements
2 people
17
Recruit volunteers
3 people
18
Assign volunteers
2 people
19
Arrange artist transport
2 people
20
Plan artist reception
2 people
21
Book catering
2 people
22
Reserve toilets
2 people
23
Arrange waste collection
2 people
24
Check power outlets
2 people
25
Reserve audio equipment
2 people
26
Reserve lighting
2 people
27
Design promotional materials
2 people
28
Distribute promotion
3 people
29
Check the weather forecast
30
Do the shopping
3 people
31
Collect materials
3 people
32
Set up barriers along the route
4 people
33
Mark stage positions
3 people
34
Set up tables and chairs
5 people
35
Build party tents
5 people
36
Set up sound systems
4 people
37
Connect microphones
2 people
38
Lay out power cables safely
3 people
39
Hang lighting
3 people
40
Hang up decorations
3 people
41
Set up the info point
2 people
42
Set up catering point
4 people
43
Chill drinks
2 people
44
Prepare snacks
4 people

Event

45
Welcome performers
3 people
46
Brief performers
2 people
47
Open the program
48
Guide the performances
4 people
49
Check the sound level
2 people
50
Manage crowd flow
4 people
51
Staff the information point
2 people
52
Serve drinks
4 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Empty trash bins
3 people
56
Check toilets
2 people
57
Announce performances
58
Answer audience questions
2 people
59
Host the final performance
4 people
60
Close the festival
2 people

Aftercare

61
See off the artists
2 people
62
Tear down audio equipment
4 people
63
Dismantle lighting
3 people
64
Take down tents
5 people
65
Collect furniture
4 people
66
Sweep the street
5 people
67
Sort waste
3 people
68
Wash dishes
3 people
69
Clean the catering area
3 people
70
Check the toilets
2 people
71
Return materials
3 people
72
Return borrowed items
2 people
73
Remove traffic barriers
4 people
74
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 10
Bar stoolsqty 12
Clothes racksqty 2

Equipment

Speakersqty 8
Mixing consolesqty 3
Microphonesqty 8
Microphone standsqty 8
Speaker standsqty 8
DI boxesqty 4
Instrument cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 6
Cable matsqty 20
Spare batteriesqty 24

Lighting

LED work lightsqty 8
String lightsqty 10
Light standsqty 4

Decorations

Buntingqty 12
Festival bannersqty 6
Directional signsqty 12
Program postersqty 30
Sidewalk chalkqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 200
Cutlery setsqty 200
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Ice packsqty 40
Induction hobsqty 2
Food warmersqty 4

Cleaning

Waste binsqty 20
Litter pickersqty 4
Broomsqty 6
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, route and stage locations before booking performers. Use the route map to identify access points, power outlets, cable crossings and places where emergency vehicles must pass.
Begin permit and insurance applications as soon as the route is drafted. Allow at least 8 to 12 weeks for approvals, and inform local residents before invitations and programme posters go out.
Confirm each band only after collecting its contract and technical requirements. Ask for the channel list, microphones, DI boxes, cables and setup time so the audio plan matches every stage.
Build the volunteer schedule in two shifts rather than assigning everyone to the full day. Plan separate cover for artist reception, route guidance, waste points and stage support, with handovers at least 30 minutes before each shift.
Plan practical services from the expected audience size, not from the number of performers. Reserve toilets, catering and waste collection early, and check every extension cord, cable reel, cable mat and spare battery during the final week.

Frequently asked questions

How long does it take to organise a street music festival?: Allow at least 3 to 6 months for a small street festival, and longer if roads must be closed or several stages are involved. Start permits, insurance and resident communication 8 to 12 weeks before the event.
When should I book bands for a street music festival?: Contact suitable bands 3 to 6 months ahead and confirm performances once the date, route and stage plan are stable. Collect signed artist contracts and technical requirements no later than 6 weeks before the festival.
How many volunteers do I need for a street music festival?: Plan at least 1 volunteer per active stage or key public area per shift, plus 2 to 4 people for coordination, artist reception and route support. Use shifts of about 4 hours so the team stays available throughout the day.
When should I check the sound and power setup?: Make the first technical check 2 to 3 weeks before the festival, when you can still reserve missing audio equipment or arrange additional power. Do a complete cable, microphone, speaker and outlet check during the final week.

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.