How to organise a world music festival

Organising a world music festival starts with the date, programme and venue—not with decorations or shopping. Build the plan around performer availability, technical requirements, permits, power and audience flow. Confirm artists before publishing the programme, then arrange registrations, catering and volunteers in a sequence that leaves time for changes. The final week is for checking stock, signage, parking information and equipment rather than making major decisions.

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
Set the date and program
2 people
2
Contact performers
2 people
3
Reserve venue
4
Check permits
5
Check insurance
6
Confirm performers
2 people
7
Create the performance schedule
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Book catering
2 people
13
Reserve power supply
14
Reserve audio equipment
15
Reserve toilets
16
Recruit volunteers
2 people
17
Assign volunteers
2 people
18
Gather artist information
19
Gather technical requirements
20
Publish route and parking
21
Publish the program online
22
Create signage
2 people
23
Check stock
2 people
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Fill coolers
2 people
27
Prepare snacks
3 people
28
Inspect venue
2 people
29
Cordon off the area
3 people
30
Set up the stage
4 people
31
Set up tents
4 people
32
Set up tables and chairs
4 people
33
Connect the sound system
3 people
34
Install lighting
2 people
35
Safely connect power
2 people
36
Set up catering points
3 people
37
Set up information table
2 people
38
Check toilets
2 people
39
Place waste stations
2 people
40
Hang up decorations
3 people

Event

41
Welcome performers
2 people
42
Run the sound check
3 people
43
Set out catering supplies
3 people
44
Staff the registration table
2 people
45
Welcome the audience
3 people
46
Distribute program
2 people
47
Support the first performance
2 people
48
Serve snacks
3 people
49
Serve drinks
3 people
50
Refill drinks
2 people
51
Restock the food stations
2 people
52
Swap performances
3 people
53
Answer audience questions
2 people
54
Keep the grounds clean
2 people
55
Empty trash bins
2 people
56
Check toilets periodically
2 people
57
Turn on evening lighting
58
Announce the final act
59
Guide the audience to the exit
3 people

Aftercare

60
Turn off the sound equipment
2 people
61
Close catering
3 people
62
Remove decorations
3 people
63
Dismantle the stage
4 people
64
Take down tents
4 people
65
Collect furniture
4 people
66
Wash dishes
3 people
67
Sort waste
3 people
68
Clean the grounds
4 people
69
Hand over the toilets
70
Clean equipment
2 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Hand over the venue
2 people
74
Store leftover stock
2 people
75
Collect invoices

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 12
Market stallsqty 6
Stage sectionsqty 12
Crowd control barriersqty 20

Equipment

PA system
Mixing console
Singing microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 3
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 8
Generator

Lighting

LED light setsqty 4
String lightsqty 8
Work lightsqty 4

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Tongs and spatulasqty 12
Food containersqty 20
Serving tongsqty 10

Decorations

World flagsqty 30
Colored clothsqty 12
Program postersqty 20
Tableclothsqty 12
Chalkboardsqty 8
Pensqty 20

Cleaning

Waste binsqty 12
Trash bagsqty 150
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Tips

Set the date and draft the programme before contacting suppliers. Once performers are interested, gather their technical requirements and confirm set times before publishing the schedule.
Check permits and insurance early, especially if the festival uses amplified sound, outdoor structures or a generator. Allow at least 6–8 weeks for approvals and corrections.
Plan power and audio together. Confirm the PA system, mixing console, microphones, monitor speakers, DI boxes and extension cords with the performers’ requirements, then arrange a backup power option.
Open registrations only after the programme and practical information are stable. Collect dietary requirements at registration and give the caterer a final number 5–7 days before the festival.
Assign volunteers to named shifts instead of asking for general help. Cover arrival, artist support, registration, parking, catering and end-of-day clearing, with a short handover between shifts.

Frequently asked questions

How far in advance should I organise a world music festival?: Start at least 3–6 months ahead. Book the venue and contact performers first, then allow 6–8 weeks for permits, insurance, suppliers and programme changes.
When should I confirm musicians for a world music festival?: Aim to confirm performers 8–12 weeks before the event. Request their stage plot, input list, arrival time and set length at the same time so sound and scheduling can be arranged accurately.
How many volunteers do I need for a world music festival?: Plan one volunteer for each active duty position per shift, plus 10–15% cover for breaks and no-shows. A small festival commonly needs separate coverage for registration, artist support, parking, catering and clearing.
When should I order catering and festival equipment?: Book catering, toilets, audio equipment, power and structures 6–8 weeks ahead. Recheck quantities and the shopping list 7 days before the festival, and complete the final stock check 1–2 days before opening.

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.