How to organise a World Music Festival

Organising a World Music Festival starts with the date, venue and music programme, not with decorations or food. Once the musicians and schedule are taking shape, secure permits, music rights, sound, lighting, toilets, security and first aid. Then build the visitor flow around registrations, dietary requirements, seating and the floor plan. Leave the final days for stock checks, shopping, site inspection and stage setup rather than late bookings.

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
Contact Musicians
2 people
3
Compile the music program
2 people
4
Apply for permits
5
Arrange music rights
6
Reserve venue
7
Reserve sound and lighting
2 people
8
Book catering
2 people
9
Reserve security
10
Reserve toilets
11
Arrange first aid
12
Recruit volunteers
2 people
13
Send invitations
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Create floor plan
2 people
17
Print the run sheet
18
Assign volunteers
2 people
19
Send artist information
20
Check stock
2 people
21
Create a shopping list
2 people
22
Do the shopping
3 people
23
Prepare materials
3 people
24
Inspect the site
3 people
25
Set up the stage
6 people
26
Connect sound equipment
4 people
27
Install lighting equipment
3 people
28
Test power supply
3 people
29
Set up tents and stalls
6 people
30
Set up tables and chairs
4 people
31
Hang up decorations
3 people
32
Set up the info point
2 people
33
Set up bar and buffet
4 people
34
Fill coolers
3 people
35
Prepare snacks
5 people
36
Lay out name badges
2 people
37
Welcome performers
2 people
38
Run the sound check
4 people
39
Give volunteer briefing
3 people

Event

40
Open the entrance
4 people
41
Register visitors
4 people
42
Distribute program
2 people
43
Assist performers
2 people
44
Guide the performances
3 people
45
Serve snacks
4 people
46
Serve drinks
4 people
47
Refill drinks
3 people
48
Refill buffet
3 people
49
Empty trash bins
2 people
50
Check toilets
2 people
51
Keep the grounds clean
2 people
52
Answer audience questions
2 people
53
Support first aid
2 people
54
Announce the final act
55
Ensure visitors leave safely
4 people

Aftercare

56
Turn off the sound equipment
3 people
57
Clean up catering
4 people
58
Collect waste
5 people
59
Wash dishes
3 people
60
Remove decorations
3 people
61
Clear tables and chairs
4 people
62
Dismantle tents and stalls
6 people
63
Dismantle the stage
6 people
64
Clean the grounds
5 people
65
Inventory materials
2 people
66
Return equipment
3 people
67
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 220
Party tentsqty 6
High tablesqty 12
Bar stoolsqty 16
Stage sectionsqty 12
Stage legsqty 24
Dressing room tablesqty 4
Changing room chairsqty 12

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 8
Microphone standsqty 8
Monitor speakersqty 4
Various audio cables
DI boxesqty 6
Cable reelsqty 8
Extension cordsqty 12
Power stripsqty 12
Walkie-talkiesqty 10
Power banksqty 6
Laptopsqty 2
Payment terminalsqty 4
Cash traysqty 4
Notice boardsqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 4
String lightsqty 8
LED lanternsqty 12

Tableware

Reusable drinking glassesqty 350
Reusable wine glassesqty 80
Reusable coffee cupsqty 120
Platesqty 350
Cutlery setsqty 350
Serving boardsqty 20
Serving plattersqty 24

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 8
Water jugsqty 12
Food warmersqty 6
Serving spoonsqty 12
Cutting boardsqty 6
Paring knivesqty 6
Food containersqty 24

Decorations

World flagsqty 30
Colored fabricsqty 12
Tableclothsqty 18
Menu standsqty 12
Name badgesqty 60
Directional signsqty 16
Program standsqty 8

Cleaning

Waste binsqty 18
Waste sorting binsqty 6
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand broomsqty 6
Toilet brushesqty 6

Catering

Groceries

Tips

Book musicians and the venue early enough to build a realistic programme. Aim to have the main acts confirmed before arranging sound, lighting and artist information, because the equipment and timetable depend on each performance.
Apply for permits and arrange music rights as soon as the date and location are confirmed. Allow at least 6 to 8 weeks for permissions, and keep written confirmation for every approval.
Plan the site around power, sound and audience movement. Mark the stage, bar, seating, toilets and food service on the floor plan, then check cable reels, extension cords, power strips and DI boxes before setup day.
Collect registrations and dietary requirements several days before the festival, not at the entrance. Send the final catering numbers and allergen information to the caterer at least 72 hours ahead.
Give every volunteer a named position and a short run sheet. Print one copy for each team lead, and schedule a full site inspection on the day before the festival so missing tables, glasses, lighting or safety equipment are found in time.

Frequently asked questions

How far in advance should I organise a World Music Festival?: Start planning at least 6 months ahead, especially if you need several musicians, permits and a venue. Confirm the date and location first, then book the programme, production suppliers and catering in that order.
When should I apply for permits and music rights?: Apply as soon as the date and location are confirmed, preferably 6 to 8 weeks before the festival. Rights and permit requirements can affect the programme, venue layout and operating hours.
How do I plan sound and lighting for a World Music Festival?: Give the production supplier the artist list and running order at least 4 weeks before the event. Confirm microphones, monitor speakers, speakers, subwoofers, mixer, DI boxes, cables and power needs before the final site plan.
When should I finalise catering and dietary requirements?: Collect dietary requirements during registration and send the final numbers to the caterer at least 72 hours before the festival. Keep a written allergen list at the food service point and with the event team.

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!