How to organise a youth music festival

Start with the date, venue and programme before contacting performers or opening registrations. Once the acts are confirmed, collect their technical and contact details, then build the schedule around setup, soundcheck and performance times. Registrations, parent contacts, dietary information and volunteer roles need their own tracking system. In the final week, focus on permits, insurance, equipment testing, briefings and a printed run sheet so the event team is not making decisions during the festival.

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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
Confirm performances
2 people
4
Collect artist information
2 people
5
Gather technical requirements
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Register parent contacts
2 people
10
Assign volunteers
3 people
11
Make reservations
2 people
12
Check permits
2 people
13
Check insurance
14
Contact with local residents
2 people
15
Compile emergency numbers
16
Check the weather forecast
17
Print the run sheet
18
Work out the stage layout
2 people
19
Develop the technical plan
2 people
20
Make a shopping list
2 people
21
Do the shopping
3 people
22
Check materials
2 people
23
Test equipment
2 people
24
Send artist briefing
25
Send the volunteer briefing
26
Open venue
2 people
27
Clear the loading zone
2 people
28
Set up the stage
4 people
29
Set up sound equipment
3 people
30
Set up lighting equipment
2 people
31
Lay cables safely
3 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Mark audience sections
2 people
35
Set up the entrance
2 people
36
Set up catering point
3 people
37
Chill drinks
2 people
38
Prepare snacks
4 people
39
Set out tableware
2 people
40
Hang decorations
3 people
41
Put up info boards
2 people
42
Place waste stations
2 people
43
Check toilets
2 people
44
Set out first aid kit
45
Place fire extinguishers
2 people
46
Perform sound check
3 people
47
Perform a lighting check
2 people

Event

48
Welcome performers
2 people
49
Escort performers to backstage
2 people
50
Welcome the audience
3 people
51
Check off registrations
2 people
52
Distribute program
2 people
53
Inform the audience
54
Announce performances
55
Coordinate stage changes
3 people
56
Monitor sound level
2 people
57
Assist performers
2 people
58
Serve snacks
3 people
59
Serve drinks
3 people
60
Refill drinks
2 people
61
Restock the buffet
2 people
62
Collect tableware
2 people
63
Empty trash bins
2 people
64
Check the Toilets in Between
2 people
65
Provide first aid
2 people
66
Register lost items
67
Guide the audience flow
3 people
68
Announce the final program
69
Guide the audience to the exit
3 people
70
Check out artists
2 people

Aftercare

71
Tear down stage
4 people
72
Disconnect sound equipment
3 people
73
Disconnect the lighting equipment
2 people
74
Roll up cables
3 people
75
Clear away furniture
4 people
76
Remove decorations
2 people
77
Wash dishes
3 people
78
Pack leftover food
2 people
79
Empty coolers
2 people
80
Sort waste
3 people
81
Clean the venue
4 people
82
Clean the restrooms
2 people
83
Collect lost and found items
2 people
84
Inventory materials
2 people
85
Store equipment dry
2 people
86
Return materials
2 people
87
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
High tablesqty 8
Clothes racksqty 2
Collapsible cratesqty 12
Coolersqty 6
Crowd control barriersqty 14

Equipment

Speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Amplifiersqty 2
XLR cablesqty 14
Jack cablesqty 10
Power stripsqty 10
Extension cordsqty 12
Cable matsqty 12
Laptop
Walkie-talkiesqty 8
Power banksqty 6
Charging cablesqty 8

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 350
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water jugsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Serving spoonsqty 8
Thermos flasksqty 6
Ice containersqty 4

Decorations

Festival Flagsqty 8
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Program standsqty 6
Directional signsqty 10

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 12
Flashlight holdersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Set the programme before sending invitations. Leave specific time blocks for stage changes, soundchecks and breaks; a running order with no buffer will usually fall behind after the first technical problem.
Collect artist information and technical requirements as soon as each performance is confirmed. Ask for microphone, DI box, monitor, amplifier and instrument needs rather than trying to reconstruct them on event day.
Keep registrations, parent contacts and dietary requirements in one checked list. Confirm missing information at least 7 days before the festival, especially for young performers who may need an accompanying adult.
Assign volunteers by time and responsibility, not just by name. Cover arrival, registration, backstage, refreshments, audience movement and pack-down, then send the briefing before the final week.
Complete the technical setup and test every cable, microphone, speaker, light and power connection before doors open. Print the run sheet, emergency numbers and contact details, and check the weather forecast no later than the day before.

Frequently asked questions

How far in advance should I plan a youth music festival?: Allow at least 8 to 12 weeks for a small festival. Confirm the date and location first, then secure performances before opening registrations; keep the final 7 days for testing, briefings and unresolved details.
When should performers receive the festival briefing?: Send the artist briefing at least 7 days before the event. Include arrival and soundcheck times, the running order, stage information, technical requirements and a contact number for event day.
How many volunteers are needed for a youth music festival?: Plan for at least 1 volunteer per active area or responsibility, with separate cover for registration, backstage, technical support, refreshments and audience movement. Add one event coordinator who is not assigned to a fixed station.
When should I test the sound equipment?: Test the full sound and lighting setup at least 1 day before the festival when possible, then run a short line check before doors open. Check speakers, mixing console, microphones, cables, power strips and monitor speakers individually.

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.