How to organise a street music festival

Start with the street, date and permit process before booking performers or printing anything. A street music festival depends on more than a stage: traffic access, power connections, sound equipment, weather cover and a workable performance schedule all need to fit together. Build the programme around the available setup and allow time for artist confirmations, registrations and dietary information. In the final week, focus on deliveries, zone-by-zone materials, volunteer contacts and a practical setup sequence.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Apply for a street use permit
3
Submit traffic plan
4
Hire musicians
2 people
5
Schedule performances
2 people
6
Gather technical requirements
7
Send artist information
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Book power connections
12
Order print materials
13
Assign volunteers
2 people
14
Print contact list
15
Check the weather forecast
16
Confirm artists by phone
2 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Print the program and signage
21
Sort materials by zone
3 people
22
Set out weather protection
2 people

Event

23
Block off the street
4 people
24
Receive deliveries
2 people
25
Set up tables and chairs
4 people
26
Mark music zones
2 people
27
Build party tents
4 people
28
Set up stage sections
4 people
29
Connect sound equipment
3 people
30
Safely cover power cables
2 people
31
Hang lighting
3 people
32
Hang up decorations
3 people
33
Set up the information desk
2 people
34
Set up the catering buffet
3 people
35
Set up the drink service area
2 people
36
Place waste stations
2 people
37
Check restroom facilities
38
Welcome performers
2 people
39
Register the artists
40
Run the sound check
3 people
41
Brief volunteers
2 people
42
Distribute program
2 people
43
Announce the opening performance
44
Guide the performances
2 people
45
Swap microphones and cables
2 people
46
Check the sound level
47
Assist performers
2 people
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Restock buffet supplies
2 people
52
Keep tables clean
2 people
53
Empty trash bins
2 people
54
Keep the visitor route clear
2 people
55
Turn on lighting
56
Announce the final act
57
Finalize the music program
58
Guide visitors to the exit
2 people
59
Turn off the sound equipment
2 people

Aftercare

60
Store food and drinks safely
2 people
61
Remove decorations
3 people
62
Dismantle stage sections
4 people
63
Dismantle Sound Equipment
3 people
64
Take down party tents
4 people
65
Gather tables and chairs
4 people
66
Collect waste
4 people
67
Clean the street
4 people
68
Clean materials
3 people
69
Wash dishes
2 people
70
Take waste to the collection point
2 people
71
Return borrowed items
2 people
72
Remove street barriers
3 people
73
Inventory Leftovers
74
Collect invoices and receipts
75
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
Stage sectionsqty 12
Bar stoolsqty 6
Dressing room tablesqty 2

Equipment

Mixing consolesqty 2
Active speakersqty 6
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 16
Power stripsqty 10
Cable reelsqty 6
Cable traysqty 20
Extension cordsqty 12
Battery lampsqty 12
Music standsqty 6
Guitar stoolsqty 4
Power splittersqty 4

Lighting

String lightsqty 8
LED work lightsqty 6
Light standsqty 4
Spare batteriesqty 24

Decorations

Buntingqty 12
Festival postersqty 20
Directional signsqty 12
Program boardsqty 4
Tableclothsqty 10
Balloonsqty 100

Tableware

Reusable cupsqty 350
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's Scissorsqty 4
Measuring cupsqty 4
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6

Safety

Crowd barriersqty 20
Traffic conesqty 20
Warning tapeqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Vestsqty 20

Catering

Groceries

Tips

Apply for the street-use permit and submit the traffic plan before confirming the public programme. Keep enough lead time for revisions, and make sure the blocked-off area still allows delivery access and emergency routes.
Create the performance schedule only after checking each musician’s technical requirements. Allow changeover time between acts, then send artists their arrival details, running order and contact information.
Book power connections early and map every cable route before setup. Use cable reels, extension cords, power splitters and cable trays so walkways stay clear and sound equipment can be powered safely.
Prepare one labelled materials set for each zone, including signs, tables, chairs, lighting and decorations. Print the contact list and programme before event day; relying on phone screens becomes difficult when volunteers are spread across the street.
Check the forecast several days ahead and again on the morning itself. Put party tents and other weather protection in place before deliveries and performances begin, and confirm artists by phone rather than assuming every booking is still unchanged.

Frequently asked questions

How far in advance should I apply for a street festival permit?: Start the permit and traffic-plan process at least 8 to 12 weeks before the festival. Public-road closures often require revisions, so do not wait until the artist programme is complete.
How much time should I allow to set up a street music festival?: Allow at least 4 to 6 hours for a small festival with a stage, sound system, power, tables and signage. Add extra time if deliveries arrive separately or the street must be blocked off before equipment can enter.
When should I confirm musicians for a street music festival?: Confirm the line-up in writing several weeks before the event, then call every artist again 3 to 7 days beforehand. Send the running order and technical information at least 7 days before arrival.
How many volunteers do I need for a street music festival?: Plan for at least one volunteer per active zone, plus two people for artist support and setup coordination. For a festival with four zones, that usually means at least 6 to 8 volunteers during the busiest period.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!