How to organise a summer festival

A summer festival works best when you build the plan around the site, programme and guest flow. Set the date and programme first, then check permits, reserve suppliers and divide the grounds into clear areas. In the final week, confirm registrations, dietary requirements, volunteers and the weather forecast. On the day, allow enough time for tents, tables, sound, power, food, drinks and signs before guests arrive.

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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
Set the date and program
2 people
2
Divide up the venue and grounds
2 people
3
Check permits and notifications
4
Make reservations
5
Confirm suppliers
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Assign volunteers
2 people
10
Publish the program
11
Check the weather forecast
12
Update visitor list
13
Check the shopping list
2 people
14
Buy stock of shelf-stable products
2 people
15
Order chilled products
16
Collect materials
3 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Wash fruits and vegetables
2 people
20
Make sauces and dressings
2 people
21
Sort decorations
2 people
22
Set up tents and tables
4 people
23
Cordon off the stage-free play area
2 people
24
Set up tables
3 people
25
Set up chairs and benches
3 people
26
Set up the buffet and bar
3 people
27
Fill coolers
2 people
28
Connect the sound system
2 people
29
Test the music
2 people
30
Connect lighting
2 people
31
Hang decorations
3 people
32
Set up games and activities
3 people
33
Prepare food
4 people
34
Set up the drink station
2 people
35
Lay out crockery and cutlery
2 people
36
Place waste stations
2 people
37
Check toilets
2 people
38
Sweep the site
2 people
39
Brief volunteers
2 people
40
Perform final food check
2 people

Event

41
Staff the entrance
2 people
42
Welcome visitors
3 people
43
Explain the program
44
Play background music
45
Serve coffee and tea
2 people
46
Serve drinks
2 people
47
Serve snacks
3 people
48
Supervise children's activities
3 people
49
Restock game supplies
50
Guide music program
2 people
51
Open the buffet
2 people
52
Restock the buffet
3 people
53
Serve diet meals
2 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Clean tables in between
2 people
57
Restock toiletries
58
Switch on the lights
59
Serve last-round drinks
2 people
60
Wrap up music
61
See visitors out
3 people

Aftercare

62
Cover food and drinks
2 people
63
Collect waste
3 people
64
Collect tableware
3 people
65
Clean the bar and buffet
3 people
66
Turn off the sound system
2 people
67
Dismantle lighting
2 people
68
Remove decorations
3 people
69
Take down tables and chairs
4 people
70
Take down tents
4 people
71
Clean up the venue
4 people
72
Wash dishes
3 people
73
Empty and clean coolers
2 people
74
Inventory materials
2 people
75
Return borrowed materials
2 people
76
Take waste to the collection point
2 people
77
Distribute leftover food
2 people
78
Leave venue clean
3 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 80
Beer benchesqty 8
Table skirtsqty 10
Buffet tablesqty 4
Changing room screensqty 2

Equipment

Active speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Portable fridgeqty 2
Coolersqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
String lightsqty 4
Welcome sign
Program postersqty 8
Directional signsqty 10
Table décorqty 10

Tableware

Reusable drinking glassesqty 150
Reusable wine glassesqty 60
Reusable platesqty 150
Reusable bowlsqty 80
Cutlery setsqty 150
Coffee cupsqty 80
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Pliersqty 8
Frying pansqty 2
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Ice cube traysqty 4
Serving plattersqty 12

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning bucketsqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Sports equipment

Footballsqty 3
Kubb setsqty 2
Tug-of-war ropesqty 2
Frisbeesqty 6
Conesqty 20
Skipping ropesqty 8
Picnic blanketsqty 12

Catering

Groceries

Tips

Start with the date, programme and site layout before booking equipment. Mark the stage, food area, seating, toilets, changing area and a play zone, then check that visitor routes remain clear.
Check permits and notifications early, especially if the festival uses amplified sound, temporary tents or public outdoor space. Set a deadline at least four weeks before the event to resolve missing approvals.
Confirm suppliers and volunteer roles no later than seven days before the festival. Give each person a specific shift and area, including registration, food service, sound and end-of-day clearing.
Plan food and drinks in two stages: buy shelf-stable products first, then order chilled items closer to the event. Chill drinks on the day before where possible, and collect dietary requirements before final quantities are set.
Treat weather and power as part of the programme, not a last-minute check. Recheck the forecast 48 hours before opening, secure tents, protect cables with cable mats and keep battery lanterns available for darker areas.

Frequently asked questions

How far in advance should I plan a summer festival?: Start at least 8 to 12 weeks ahead. Set the date and programme first, then allow time for permits, reservations, suppliers, invitations and registrations.
When should I check permits for a summer festival?: Check permit and notification requirements as soon as the date and location are known, preferably 6 to 8 weeks before the festival. Some approvals may take several weeks.
How much time do I need to set up a summer festival?: Allow at least 4 to 6 hours for setup, depending on the site and programme. Tents, tables, seating, sound, power, signs and food areas should be ready before guest arrival.
When should I buy food and drinks for a summer festival?: Buy shelf-stable products 3 to 7 days beforehand and order chilled products according to supplier lead times. Chill drinks at least 12 hours before serving, then check stock again on the event morning.

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