How to organise a World Music Festival

A World Music Festival needs more than a strong line-up. Start by fixing the programme, confirming performers and matching every act with its technical requirements. Then secure the venue, permits, transport, catering and visitor flow before printing signs or buying supplies. Build the schedule around sound checks and changeovers, not only performance times. The final checks should cover power, emergency exits, first aid, payments and artist information so the event can run without last-minute decisions.

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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
Finalize the program
2 people
2
Confirm performers
2 people
3
Gather technical requirements
2 people
4
Schedule performances
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Reserve artist transport
2 people
9
Book catering
2 people
10
Confirm venue use
2 people
11
Reserve stage and sound
2 people
12
Check power outlets
2 people
13
Define access routes
2 people
14
Clear emergency exits
2 people
15
Check first aid supplies
16
Prepare insurance documents
17
Check permits
18
Print program boards
2 people
19
Print direction signs
2 people
20
Prepare name badges
2 people
21
Prepare the cash register
2 people
22
Charge payment terminals
2 people
23
Get cash float
2 people
24
Print artist information
2 people
25
Do the shopping
3 people
26
Chill drinks
3 people
27
Prepare snacks
4 people
28
Portion the catering
3 people
29
Set up tables and chairs
4 people
30
Set up the stage
4 people
31
Set up the sound system
3 people
32
Connect microphones
2 people
33
Set up instruments
3 people
34
Hang lighting
3 people
35
Set up party tents
4 people
36
Hang up decorations
3 people
37
Set up info booth
2 people
38
Set up entrance
3 people
39
Restock the toilets
2 people
40
Place waste stations
2 people
41
Walk the grounds
3 people
42
Perform sound check
3 people

Event

43
Welcome performers
3 people
44
Welcome visitors
4 people
45
Check tickets
3 people
46
Hand out wristbands
3 people
47
Staff the info desk
2 people
48
Announce performances
49
Assist performers
2 people
50
Guide the performances
3 people
51
Carry out stage changes
4 people
52
Check the sound level
2 people
53
Serve drinks
4 people
54
Refill drinks
3 people
55
Serve snacks
3 people
56
Provide coffee and tea
2 people
57
Keep buffet clean
2 people
58
Collect waste
3 people
59
Check toilets
2 people
60
Check public area
2 people
61
Host the final performance
3 people
62
See visitors out
3 people

Aftercare

63
Close the register
2 people
64
See off the artists
2 people
65
Switch off equipment
2 people
66
Pack instruments
3 people
67
Take down the sound system
3 people
68
Dismantle the stage
4 people
69
Clear tables and chairs
4 people
70
Remove decorations
3 people
71
Sort waste
3 people
72
Wash dishes
3 people
73
Clean the kitchen
3 people
74
Clean the restrooms
2 people
75
Clean the grounds
4 people
76
Gather borrowed items
2 people
77
Return materials
3 people
78
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 300
Beer tablesqty 12
Party tentsqty 4
Folding countersqty 3
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Speakersqty 4
Stage monitorsqty 3
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Music standsqty 8
Coat racksqty 4

Lighting

LED light barsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lanternsqty 10

Decorations

Buntingqty 12
World mapsqty 6
Country flagsqty 20
Tablecloth setsqty 18
Program boardsqty 8
Route signsqty 10
Name badgesqty 50

Tableware

Reusable drinking glassesqty 400
Coffee cupsqty 100
Platesqty 350
Cutlery setsqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 6
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Washing-up basinsqty 4
Kettlesqty 3
Coffee machinesqty 3

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Hand sanitizer pumpsqty 8
Cleaning glovesqty 12
Microfiber clothsqty 24
Litter pickersqty 4

Catering

Groceries

Tips

Lock the programme before sending invitations. Confirm every performer, performance length and arrival time, then leave a clear changeover window between acts for microphones, DI boxes, music stands and other equipment.
Collect technical requirements at least 3–4 weeks before the festival. Use them to confirm the stage, mixer, speakers, monitors, cables, power outlets and extension cords; do not wait until load-in to discover that an act needs a DI box.
Plan visitor and artist movement separately. Define access routes, keep emergency exits clear, and arrange artist transport and dressing-room furniture before the first performer arrives.
Treat catering and registration as capacity calculations. Collect dietary requirements before placing the catering order, and prepare name badges, registration materials and payment terminals at least 1 day before opening.
Run a final site check 24 hours before the festival. Test power and payment terminals, place route signs and programme boards, check first aid supplies and keep the cash float ready before doors open.

Frequently asked questions

How far in advance should I organise a World Music Festival?: Start at least 3–6 months ahead if several performers, permits and technical suppliers are involved. Finalise the programme and confirm performers first, then complete technical, transport, catering and venue arrangements.
When should performers confirm their technical requirements?: Ask for a complete technical specification 3–4 weeks before the event. Review it immediately against the stage, mixer, microphones, monitors, DI boxes, cables and available power, leaving at least 1 week for missing equipment.
How do I schedule performances at a World Music Festival?: Allow 15–30 minutes between acts for changeovers, depending on the instruments and backline involved. Put sound checks before the first public performance and share the final running order with performers, crew and registration staff at least 7 days in advance.
What should be checked the day before the festival?: Complete a site and safety check 24 hours beforehand. Confirm emergency exits, access routes, power outlets, first aid supplies, permits, signs, catering, payment terminals and the cash register before the team starts setup.

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.