How to organise a writers' festival from start to finish

A writers’ festival needs more than a programme and a room. Start by securing the date and venue, then build the schedule around confirmed authors, moderators and technical needs. Once registration opens, track attendance, dietary requirements and final confirmations in one place. The final days are for printing, room setup, equipment testing, book tables and refreshments—not for chasing missing information.

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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
Confirm date and location
2 people
2
Compile program
3 people
3
Contact authors
2 people
4
Confirm authors
2 people
5
Finalize moderators
2 people
6
Gather technical requirements
7
Send invitations
2 people
8
Publish registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm registrations
2 people
12
Put the program online
13
Have the program printed
14
Publish directions
15
Order catering
2 people
16
Check reservations
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Prepare the book table
2 people
20
Print author information
21
Make name badges
2 people
22
Print registration list
23
Test the equipment
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Open venue
2 people
27
Check the rooms
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up the speaking area
3 people
31
Set up book table
2 people
32
Set up the registration table
2 people
33
Set up the catering buffet
3 people
34
Set out coffee and tea
2 people
35
Put out program brochures
2 people
36
Lay out name badges
37
Set up microphones
2 people
38
Check presentations
2 people

Event

39
Welcome authors
2 people
40
Register visitors
4 people
41
Distribute program
2 people
42
Deliver the welcome speech
43
Moderating the first author talk
2 people
44
Serve coffee and tea
3 people
45
Staff the book table
2 people
46
Refill drinks
2 people
47
Facilitate the second author talk
2 people
48
Support the workshop space
2 people
49
Serve snacks
3 people
50
Clear away break tables
2 people
51
Announce evening program
52
Moderating literary readings
2 people
53
Serving the dinner buffet
4 people
54
Distribute diet meals
55
Collect plates and glasses
3 people
56
Lead the closing interview
2 people
57
Handle the final round of drinks
2 people
58
Give a thank-you speech
59
Guide visitors to the exit
2 people

Aftercare

60
Store leftovers safely
2 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Clear tables and chairs
4 people
64
Switch off the equipment
2 people
65
Clean the venue
4 people
66
Remove decorations
2 people
67
Collect lost and found items
68
Lock up the venue
2 people
69
Return rental items
2 people
70
Return leftover books
71
Collect expenses
72
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 160
Tablesqty 18
Tall cocktail tablesqty 6
Registration desk
Book tablesqty 4
Speaker tableqty 2
Lecternsqty 2
Coat racksqty 3
Table linenqty 12

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Gaffer tapeqty 4
Spare batteriesqty 16
USB sticksqty 3

Tableware

Coffee cupsqty 160
Glassesqty 220
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 160
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Measuring cupsqty 3
Serving tongsqty 8
Food warmersqty 6
Tea towelsqty 12

Decorations

Book cratesqty 12
Table décorqty 12
Book table signsqty 4
Welcome sign
Directional signsqty 8
Photo wallsqty 2
Clipboardsqty 6
Chalkboardsqty 4
Chalk markersqty 12
Flower arrangementsqty 8

Lighting

LED string lightsqty 6
LED spotlightsqty 6
Desk lampsqty 4

Office

Name badgesqty 180
Badge holdersqty 180
Program leafletsqty 180
A4 printing paperqty 2
Ballpoint pensqty 30
Pen holdersqty 6
Notepadsqty 30
Markersqty 24
Name stickersqty 200
Tapeqty 6
Staplersqty 3
Locker key tagsqty 20

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Disinfectant sprayqty 4
Dish brushesqty 4
Draining racksqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Build the programme only after authors and moderators have confirmed. Allow at least 30 minutes between sessions if guests need to move rooms, ask questions or browse the book tables.
Ask for dietary requirements when people register, then send the final headcount and requirements to catering at least 5 working days before the festival. Late changes are harder to accommodate.
Test every microphone, speaker, laptop, projector and presentation connection in the actual room at least 2 hours before the first session. Keep spare batteries, USB sticks, extension cords and gaffer tape at the registration desk.
Prepare the registration desk before doors open: print the attendee list, sort name badges alphabetically and place directions where first-time visitors can see them. Arrive 60–90 minutes early for this setup.
Set up the book tables, speaker table and refreshments before guests arrive, but chill drinks and prepare snacks no earlier than needed for safe quality. Keep a printed programme and author information available for last-minute changes.

Frequently asked questions

How far in advance should I organise a writers' festival?: Start at least 6 months ahead if the festival includes several authors and a full programme. Confirm the date and venue first, then contact authors and moderators before publishing registration.
When should I invite authors to a writers' festival?: Contact authors 4–6 months before the event and give them a clear response deadline, ideally within 2 weeks. Confirm their participation before you publish the programme or print author information.
How early should I open registration for a writers' festival?: Open registration once the date, venue and main programme are reliable, usually 8–12 weeks before the festival. Close or review registrations 5–7 days before the event so catering and printed lists can be finalised.
How long before a writers' festival should I test the equipment?: Test the full setup on the event day at least 2 hours before the first session, using the same microphones, speakers, laptop and projector you will use live. Do a shorter check the day before if the venue allows it.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.