How to organise a summer festival without last-minute gaps

Start with the date, location and permit requirements before booking performers or sending invitations. Then build the programme around confirmed suppliers, safety arrangements and the site layout. A municipal summer festival also needs practical planning for toilets, waste, first aid, power and crowd movement. Use registration details to plan food and volunteers, and leave enough time for signage, wristbands, chilled drinks and the final equipment check.

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
Check the permit
3
Check insurance
4
Make reservations
5
Confirm suppliers
6
Compile program
3 people
7
Confirm performances
2 people
8
Record activities
2 people
9
Develop safety plan
2 people
10
Determine evacuation routes
2 people
11
Arrange first aid appointments
12
Arrange waste collection
13
Arrange toilet facilities
14
Send invitations
2 people
15
Post social media messages
16
Process registrations
2 people
17
Collect dietary requirements
18
Assign volunteers
2 people
19
Distribute contact list
20
Create floor plan
21
Print signage
22
Lay out wristbands
2 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Set up non-perishable supplies
2 people
26
Inspect the grounds
3 people
27
Receive deliveries
3 people
28
Set up tents
6 people
29
Set up tables and chairs
5 people
30
Mark the stage area
3 people
31
Hang up decorations
3 people
32
Set up activities
5 people
33
Set up the information desk
2 people
34
Set up the catering buffet
4 people
35
Fill coolers
2 people
36
Set out tableware and cutlery
2 people
37
Set up first aid table
2 people
38
Test audio and microphone
2 people
39
Brief volunteers
3 people
40
Conduct final safety check
3 people

Event

41
Welcome visitors
4 people
42
Announce the program
43
Supervise activities
6 people
44
Serve coffee and tea
2 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check toilets
2 people
49
Staff the information desk
2 people
50
Guide the performances
3 people
51
Register lost property
52
Announce the final program
53
Ensure visitors leave safely
4 people

Aftercare

54
Close catering
4 people
55
Collect materials
5 people
56
Dismantle tables and chairs
5 people
57
Take down tents
6 people
58
Sort and dispose of waste
4 people
59
Clean the grounds
5 people
60
Wash dishes
3 people
61
Clean equipment
2 people
62
Inventory materials
2 people
63
Return borrowed items
2 people
64
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 14
Beer tablesqty 10
Folding chairsqty 120
High tablesqty 8
Buffet tablesqty 6
Reception desk
Crowd control barriersqty 20

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 180
Spoonsqty 120
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Megaphonesqty 2
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Flower boxesqty 12
Plantersqty 8

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 10

Sports equipment

Boccia setsqty 3
Kubb gamesqty 3
Frisbeesqty 20
Skipping ropesqty 10
Footballsqty 6
Conesqty 30
Hoopsqty 12
Cornhole setsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Ice spoonsqty 4
Thermos flasksqty 6

Cleaning

Waste binsqty 18
Trash bag holdersqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the date and location first, then check the permit and insurance requirements before making supplier reservations. Allow at least several weeks for approvals, especially if you need barriers, amplified sound or temporary structures.
Confirm the programme and performers before publishing invitations. Keep a contact list with arrival times, access instructions and one responsible contact per supplier so changes do not get lost in separate messages.
Draw the floor plan before ordering or placing equipment. Mark party tents, food and buffet tables, toilets, first-aid points, power connections, crowd-control barriers and evacuation routes so entrances and emergency access stay clear.
Use registrations to estimate food, seating and tableware rather than relying on a general headcount. Collect dietary requirements before the final shopping round and provide serving platters, tongs, warmers, coolers and reusable cups where they are needed.
Finish the operational check the day before: chill drinks, prepare non-perishable supplies, print signage, lay out wristbands and brief volunteers. On the event day, assign someone to monitor waste, toilets, power and first aid instead of leaving these tasks to whoever notices a problem.

Frequently asked questions

How early should I start organising a summer festival?: Start at least 8 to 12 weeks before the festival. Confirm the date, location, permit route and insurance first; bookings, invitations and volunteer planning can follow once those basics are secure.
When should I apply for a permit for a summer festival?: Check the municipality’s deadline as soon as the location and date are known, preferably 8 to 12 weeks ahead. Submit details about attendance, sound, temporary structures, traffic, safety and evacuation routes rather than waiting until the programme is finished.
How many volunteers do I need for a municipal summer festival?: Set the number after dividing the site into responsibilities, including welcome, programme support, food, waste, toilets, first aid and closing. As a practical starting point, assign at least one named volunteer to each active area per shift and add a coordinator for every shift.
When should I prepare drinks and festival equipment?: Set up non-perishable supplies and check tables, tents, sound equipment, extension cords and signage the day before. Chill drinks several hours before opening, and complete a final power, safety and evacuation check before guests arrive.

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.