How to organise an arts festival from first plans to opening time
An arts festival combines an exhibition, live programme, workshops and hospitality, so the order of planning matters. Start by fixing the date, programme and venue before inviting artists or promoting the event. Then work through permissions, registrations, artwork logistics, equipment and catering in separate streams. This guide focuses on the details that are easy to leave too late, such as dietary information, display labels, technical testing and clear routes for visitors and artists.
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
Reserve venue
- 3
Check permits
- 4
Select artists
3 people
- 5
Invite artists
- 6
Register participant details
- 7
Draft invitations
2 people
- 8
Send invitations
2 people
- 9
Post promotion online
- 10
Distribute posters
2 people
- 11
Process registrations
- 12
Collect dietary requirements
- 13
Compile artwork list
2 people
- 14
Prepare workshop handouts
2 people
- 15
Book catering
- 16
Order beverage stock
- 17
Reserve tables and chairs
- 18
Test technical equipment
2 people
- 19
Prepare name badges
- 20
Make route signs
- 21
Inform artists
- 22
Do the shopping
3 people
- 23
Receive artworks
3 people
- 24
Preparing fresh snacks
3 people
- 25
Prepare materials
2 people
- 26
Open venue
2 people
- 27
Check deliveries
2 people
- 28
Inspect the hall and outdoor area
2 people
- 29
Unload furniture
4 people
- 30
Set up exhibition panels
4 people
- 31
Place easels
2 people
- 32
Hang artworks
4 people
- 33
Label artworks
2 people
- 34
Set up workshop tables
3 people
- 35
Set up chairs
3 people
- 36
Hang up decorations
2 people
- 37
Install lighting
2 people
- 38
Connect the sound system
2 people
- 39
Test microphone
2 people
- 40
Set up information table
2 people
- 41
Set up registration desk
2 people
- 42
Distribute workshop materials
2 people
- 43
Chill drinks
2 people
- 44
Set out coffee and tea
2 people
- 45
Display snacks
2 people
- 46
Place waste stations
2 people
- 47
Check toilets
- 48
Put up route signs
2 people
Event
- 49
Receive participants
3 people
- 50
Register visitors
3 people
- 51
Give the opening speech
- 52
Welcome visitors
2 people
- 53
Staff the exhibition areas
3 people
- 54
Introduce the artists
- 55
Lead painting workshop
2 people
- 56
Lead the drawing workshop
2 people
- 57
Guide the live art demonstration
2 people
- 58
Create artist portraits
- 59
Serve snacks
3 people
- 60
Serve drinks
2 people
- 61
Refill drinks
2 people
- 62
Refill coffee and tea
- 63
Empty trash bins
2 people
- 64
Check toilets periodically
- 65
Coordinate the photo wall
- 66
Play music
- 67
Announce evening program
- 68
Inform last visitors
2 people
- 69
Check out artists
2 people
Aftercare
- 70
Pack artworks safely
4 people
- 71
Return artworks
3 people
- 72
Dismantle exhibition panels
4 people
- 73
Dismantle furniture
4 people
- 74
Remove decorations
2 people
- 75
Switch off equipment
2 people
- 76
Wash dishes
3 people
- 77
Collect waste
3 people
- 78
Clean rooms
3 people
- 79
Clean the restrooms
2 people
- 80
Pack up materials
3 people
- 81
Return borrowed items
2 people
- 82
Store leftover stock
2 people
- 83
Hand over the venue
2 people
- 84
Collect lost and found items
- 85
Archive photos
- 86
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 14
- Chairsqty 80
- Bar stoolsqty 8
- Registration desk
- Tentqty 2
- Coat racksqty 2
- Bollardsqty 12
Presentation
- Display panelsqty 16
- Easelsqty 12
- Pedestal Blocksqty 8
- Artwork labelsqty 60
- Information boardsqty 10
- Photo backdrop
- Poster puttyqty 10
- Photo framesqty 20
- Ropeqty 4
- Cable tiesqty 100
- White cardboardqty 50
- Markersqty 30
- Pensqty 40
- Clipboardsqty 10
Tableware
- Reusable platesqty 120
- Reusable cupsqty 180
- Wine glassesqty 60
- Coffee cupsqty 60
- Cutlery setsqty 120
- Serving spoonsqty 8
- Serving plattersqty 12
- Serving traysqty 6
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Refrigeratorsqty 2
- Coolersqty 4
- Laptopsqty 2
- Projector
- Projection screen
- Speakersqty 2
- Microphonesqty 2
- Audio mixer
- Extension cordsqty 8
- Power stripsqty 8
- Cable matsqty 10
Lighting
- LED spotlightsqty 12
- String lightsqty 8
- Standing lampsqty 6
Decorations
- Buntingqty 6
- Flower arrangementsqty 8
- Tableclothsqty 14
- Name badgesqty 30
- Directional signsqty 12
Workshop
- Drawing paperqty 300
- Canvas clothsqty 100
- Pencil setsqty 30
- Colored pencilsqty 30
- Brushesqty 100
- Paint palettesqty 30
- Mixing bowlsqty 40
- Acrylic paint setsqty 20
- Apronsqty 30
- Table coversqty 14
- Water cupsqty 40
- Painter's tapeqty 12
- Jars of glueqty 20
- Children's apronsqty 20
Cleaning
- Waste binsqty 10
- Reusable cleaning clothsqty 20
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Dustpan and brushqty 3
Safety
- First aid kitsqty 2
- Work glovesqty 8
- Non-slip matsqty 8
Catering
- Groceries
Tips
- Set the date, programme and venue first, then check permits before sending invitations. Allow at least 8–12 weeks for an arts festival so artists, suppliers and promotion have time to align.
- Create one artwork list as soon as artists confirm. Record the artist, title, dimensions, display method and arrival status; prepare labels and display panels before the first artwork is delivered.
- Close registrations several days before the festival and compile dietary requirements in one document. This gives the caterer time to plan portions and gives you a reliable attendance estimate for seating, drinks and workshop materials.
- Test the projector, screen, speakers, microphones, laptops and coffee equipment at the venue at least 24 hours before opening. Keep spare cables, chargers and extension leads together at the technical point rather than searching for them during the programme.
- Plan visitor flow from the entrance onwards: place the registration desk, name badges, coat racks, route signs, artwork information and workshop materials before doors open. Set aside 60–90 minutes for final setup, including fresh snacks and chilled drinks.
Frequently asked questions
- How far in advance should I organise an arts festival?
- Start planning 8–12 weeks ahead for a small or medium-sized festival. Confirm the venue, date, programme and permits first, then allow several weeks for artist invitations, registrations, artwork preparation and promotion.
- When should artists send their artwork details?
- Ask for artwork titles, dimensions and display requirements when artists accept the invitation, ideally 4–6 weeks before the event. Freeze the artwork list about 10 days before opening so labels, easels, panels and pedestal blocks can be prepared accurately.
- When should I order catering and drinks for an arts festival?
- Book catering at least 3–4 weeks in advance, using registration numbers and dietary requirements as the basis. Confirm final quantities 5–7 days before the event, then receive and chill drinks and prepare fresh snacks on the day.
- How long does it take to set up an arts festival?
- Allow at least 3–4 hours for furniture, artwork displays, signage, registration, workshop materials and technical equipment. Reserve an additional 60–90 minutes for testing microphones and projection, checking labels and making the entrance ready before visitors arrive.
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