How to organise a youth festival

A youth festival needs more than a programme and some music. Start by fixing the date, venue layout and permissions, then build the activities, registrations and supervision around them. Parent information, dietary requirements and permissions need deadlines well before the event, while equipment and weather plans need a final check in the last week. Use the plan below to keep responsibilities, supplies and timing under control.

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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
4
Check insurance
5
Reserve suppliers
6
Compile the music program
2 people
7
Put together the activity program
2 people
8
Design invitations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Send parent information
13
Collect permissions
2 people
14
Assign volunteers
2 people
15
Arrange first aid contact
16
Create a supervision roster
2 people
17
Check the weather forecast
18
Finalize the program
2 people
19
Prepare signage
2 people
20
Sort wristbands
2 people
21
Check game materials
2 people
22
Test the equipment
2 people
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Set up non-perishable supplies
2 people
27
Inspect the site
3 people
28
Set up tents
6 people
29
Set up tables and chairs
4 people
30
Mark off the stage area
3 people
31
Set up activity stations
6 people
32
Set up the sports area
4 people
33
Set up the entrance and registration
3 people
34
Set up the catering buffet
4 people
35
Fill coolers
2 people
36
Prepare snacks
4 people
37
Connect sound
2 people
38
Set up lighting
3 people
39
Hang decorations
4 people
40
Conduct a safety check
3 people
41
Brief volunteers
3 people

Event

42
Staff the registration table
3 people
43
Welcome visitors
3 people
44
Hand out wristbands
2 people
45
Assist with opening program
2 people
46
Provide the music program
2 people
47
Supervise game activities
6 people
48
Guide creative workshops
4 people
49
Guide sports activities
4 people
50
Serve snacks
4 people
51
Hand out drinks
3 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Supervise activities
4 people
55
Support first aid
2 people
56
Check toilets
2 people
57
Operate the lighting program
58
Support the evening program
3 people
59
Providing announcements
60
Announce the final round
2 people
61
Ensure visitors leave safely
4 people

Aftercare

62
Close catering
3 people
63
Switch off equipment
2 people
64
Remove decorations
4 people
65
Collect waste
5 people
66
Clear tables and chairs
5 people
67
Sort game equipment
3 people
68
Wash dishes
3 people
69
Clean the grounds
5 people
70
Take down tents
6 people
71
Pack equipment
3 people
72
Count materials
2 people
73
Return borrowed items
2 people
74
Store leftover stock
2 people
75
Register lost and found items
76
Inform parents about items
77
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Dressing room tablesqty 2
Waste binsqty 12
Parasolsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Bowlsqty 80
Serving spoonsqty 12
Pliersqty 8
Pouring jugsqty 8
Thermos flasksqty 4
Serving traysqty 8

Equipment

Portable speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable power banksqty 4
Laptop
Projection screen
Projector
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2

Lighting

LED string lightsqty 8
LED lampsqty 12
Outdoor lighting cablesqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 12
Program boardsqty 6
Wristbandsqty 200

Sports equipment

Footballsqty 6
Basketballsqty 4
Korfball hoopsqty 2
Frisbeesqty 8
Skipping ropesqty 10
Conesqty 30
Hoopsqty 12
Soft ballsqty 12
Water-free gamesqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 12
Oven mittsqty 4

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Work glovesqty 12
Hand soap dispensersqty 6
Sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the date and programme before booking suppliers or designing invitations. Leave at least 6–8 weeks for registrations, parent information and permission forms if young people need to attend with consent.
Divide the venue into clear zones for activities, food, seating, performers and first aid. Check that extension cords, speakers, microphones and the projector can reach the right areas without creating trip hazards.
Close registrations at least 7 days before the festival so you can collect dietary requirements, sort wristbands and create a realistic supervision roster. Keep a separate list of permissions still missing.
Test the mixer, portable speakers, microphones, projector and power supplies before the event day. Pack spare extension cords, power strips and rechargeable power banks rather than discovering a connection problem during the programme.
Check the weather forecast 48 hours before the festival and decide what moves indoors or under party tents. Chill drinks, prepare reusable cups and serving equipment, and finish signage and game-material checks on the day before.

Frequently asked questions

How far in advance should I plan a youth festival?: Start at least 6–8 weeks ahead. That gives you time to check permits and insurance, reserve suppliers, send invitations, process registrations and collect parent permissions before the final week.
When should I send parent information and permission forms?: Send them with the invitations, ideally 4–6 weeks before the festival. Set a return deadline 7 days before the event so you can follow up and complete the supervision roster.
How many supervisors do I need for a youth festival?: Base the roster on your organisation’s safeguarding rules and the number and age of attendees; do not rely on one person for the whole site. Finalise named shifts at least 7 days in advance, with cover for breaks and first aid contact available throughout.
When should I check the equipment for a youth festival?: Test all sound, projection and power equipment 1–2 days before the event, then do a quick connection check on the morning itself. This catches missing cables, flat power banks and unsuitable microphone or speaker positions before guests arrive.

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.