How to organise a street theatre festival

A street theatre festival needs a clear sequence: secure permission first, then confirm performers, locations and the public route before promoting the programme. Build the day around short walking distances, visible signage and enough space for audiences to gather without blocking entrances or traffic. Power, weather and performer transport cause the most last-minute problems, so check them early and again in the final week. Use this plan to coordinate artists, volunteers, suppliers and audience information from one practical schedule.

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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
Check permits and notifications
2
Contact performers
2 people
3
Confirm performers
4
Compile program
2 people
5
Set the play locations
2 people
6
Develop route and crowd flow
2 people
7
Send artist information
8
Send invitations
2 people
9
Publish promotional texts
10
Process registrations
2 people
11
Collect dietary requirements
12
Recruit volunteers
2 people
13
Assign volunteers
2 people
14
Reserve artist transport
15
Check power outlets
2 people
16
Book catering
17
Calculate drink stock
18
Design program leaflets
19
Have program brochures printed
20
Check the weather forecast
21
Inform the performers again
22
Do the shopping
3 people
23
Collect materials
3 people
24
Sort program leaflets
2 people
25
Chill drinks
2 people
26
Inspect the venue in advance
2 people

Event

27
Cordon off the area
4 people
28
Set up tables and chairs
4 people
29
Set up tent and parasols
4 people
30
Mark play areas
3 people
31
Set up the artist reception
2 people
32
Set up sound equipment
3 people
33
Safely cover power cables
2 people
34
Hang decor and signage
3 people
35
Set up the info point
2 people
36
Set up catering point
3 people
37
Place waste stations
2 people
38
Prepare first aid supplies
39
Check in the artists
2 people
40
Escort artists to locations
3 people
41
Perform sound check
3 people
42
Carry out the final site check
3 people
43
Welcome the audience
4 people
44
Hand out program brochures
3 people
45
Support street performances
6 people
46
Keep audience areas clear
4 people
47
Serve catering
4 people
48
Refill drinks
2 people
49
Refill snacks
2 people
50
Empty trash bins
2 people
51
Check the venues in between
3 people
52
Manage artist breaks
2 people
53
Answer audience questions
2 people
54
Announce the final program
55
See off the artists
2 people
56
Ensure the audience leaves safely
4 people

Aftercare

57
Turn off the sound equipment
2 people
58
Clear the catering point
3 people
59
Collect waste
4 people
60
Remove decorations
3 people
61
Take down tables and chairs
4 people
62
Take down tent and parasols
4 people
63
Clean the grounds
4 people
64
Check materials
2 people
65
Wash dishes
2 people
66
Clean borrowed items
2 people
67
Return materials
2 people
68
Store leftover drinks
69
Register lost and found items
70
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 80
Party tentsqty 3
Parasolsqty 6
High tablesqty 8
Bar stoolsqty 12

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Mixer
Microphone standsqty 4
Extension cordsqty 8
Cable reelsqty 4
Cable matsqty 12
Rechargeable work lightsqty 6
Power banksqty 6
Crowd barriersqty 30
Barrier tapeqty 8
Traffic conesqty 20
Sandbagsqty 20
Hand trucksqty 3
Clipboardsqty 8
Walkie-talkiesqty 8
Charging station
First aid kitsqty 2
Flashlightsqty 6
Rain ponchosqty 20
Umbrellasqty 10

Lighting

LED string lightsqty 8
LED spotlightsqty 6
Battery lanternsqty 10

Decorations

Buntingqty 12
Colorful clothsqty 10
Paper flowersqty 40
Balloonsqty 100
Balloon weightsqty 12
Decorative chalkboardsqty 8
Chalk markersqty 12
Cable tiesqty 200
Gaffer tapeqty 8

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 150
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Ice packsqty 30
Bottle openersqty 6

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Rubber glovesqty 12
Paper towel rollsqty 12
Hand sanitizerqty 8

Catering

Groceries

Tips

Start with permits, notifications and the site layout before sending invitations. Mark each performance location, audience area and walking route, then check that crowd barriers, traffic cones and cable mats will keep access routes clear.
Confirm every performer in writing before publishing the programme. Send arrival times, locations, technical details and contact information again in the final week; artists often need clearer directions than the audience.
Plan sound and power per location rather than assuming one setup will cover the festival. Check outlets, extension cords, cable reels, microphones and battery-powered speakers, and keep power banks and rechargeable work lights available for gaps or evening use.
Assign volunteers to specific shifts and places, including entrances, performer support and crowd flow. Give each person a simple schedule and contact number so the organiser is not the only person handling late arrivals or route changes.
Treat weather as a schedule decision, not just a forecast to check once. Review the forecast shortly before the festival, prepare party tents or parasols where appropriate, protect printed leaflets and equipment, and tell performers and volunteers promptly if locations or timings change.

Frequently asked questions

How far in advance should I organise a street theatre festival?: Start permits, notifications and performer enquiries at least 8 to 12 weeks before the festival. Confirm the programme and locations before promotion, then use the final 7 days for weather, transport, equipment and volunteer checks.
How many volunteers do I need for a street theatre festival?: Plan at least 1 volunteer per active performance area, plus 2 people for central coordination and audience flow. Add cover for breaks, so a festival with 4 simultaneous locations needs around 6 to 8 volunteers rather than only 4.
When should I print the festival programme?: Print programme brochures after performers, times and locations are confirmed, ideally 10 to 14 days before the event. Keep a digital version ready in case weather or crowd-flow changes require updates.
How much time should I allow for setting up a street theatre festival?: Allow at least 3 to 4 hours for setup, including tables, chairs, tents, sound equipment, lighting, signage and safety barriers. Ask performers to arrive early enough for a location check and sound test before the first act.

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