How to organise an arts festival without losing track

Organising an arts festival starts with the date, programme and participating artists—not with posters or decorations. Build the plan around exhibition setup, workshops, audience registration and the practical needs of each artist. Permits, insurance, access, power and room layouts usually take longer than expected, so confirm them before publishing the programme. In the final week, focus on labels, signage, printed materials, artwork transport, drinks and a clean, workable venue.

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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
Confirm participating artists
2 people
3
Inventory artworks
2 people
4
Confirm workshop leaders
2 people
5
Make reservations
6
Check permits
7
Check insurance
8
Make festival map
2 people
9
Set up the workshop rooms
2 people
10
Arrange the exhibition
2 people
11
Publish the program online
12
Send invitations
2 people
13
Distribute promotional materials
2 people
14
Process registrations
15
Collect dietary requirements
16
Gather artist information
17
Make name tags and labels
2 people
18
Design signage
19
Print program booklets
2 people
20
Check materials
2 people
21
Pack artworks
3 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Clean the venue
3 people
25
Unload furniture
4 people
26
Set up exhibition walls
4 people
27
Set up tables and chairs
4 people
28
Hang artworks
4 people
29
Place artworks on pedestals
3 people
30
Place labels by the artworks
2 people
31
Set up workshop tables
3 people
32
Prepare workshop materials
3 people
33
Connect the technical equipment
2 people
34
Adjust the lighting
2 people
35
Hang up decorations
3 people
36
Set up the information desk
2 people
37
Build the catering buffet
3 people
38
Prepare coffee and tea
2 people
39
Check toilets
40
Clear emergency routes
2 people
41
Brief volunteers
2 people

Event

42
Staff the registration desk
2 people
43
Welcome visitors
3 people
44
Hand out program booklets
45
Welcome artists
2 people
46
Guide the exhibition
3 people
47
Lead painting workshop
2 people
48
Guide the sculpture workshop
2 people
49
Lead the printmaking workshop
2 people
50
Support live art
2 people
51
Announce performances
52
Guide music program
2 people
53
Serve snacks
3 people
54
Serve drinks
2 people
55
Refill drinks
2 people
56
Refill coffee and tea
57
Empty trash bins
2 people
58
Check toilets periodically
59
Tidy workshop tables during breaks
2 people
60
Guide visitor flow
2 people
61
Register lost and found items
62
See off the last visitors
3 people

Aftercare

63
Pack artworks safely
4 people
64
Switch off the equipment
2 people
65
Clean up catering
3 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean the venue
4 people
69
Dismantle furniture
4 people
70
Dismantle exhibition walls
4 people
71
Remove decorations
3 people
72
Sort materials
3 people
73
Return artwork
3 people
74
Return rented materials
2 people
75
Store leftover stock
2 people
76
Process expenses and receipts
77
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Exhibition wallsqty 12
Pedestalsqty 10
Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Clothes racksqty 4
Tableclothsqty 18

Tableware

Reusable cupsqty 180
Wine glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 100
Coffee cupsqty 60
Serving traysqty 8

Equipment

Portable sound system
Microphonesqty 3
Laptop
Projector
Projection screen
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4
Cable traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Scissorsqty 6
Measuring cupsqty 2

Decorations

Buntingqty 12
Buntingqty 8
Flower arrangementsqty 8
Chalkboardsqty 6
Directional signsqty 16
Photo framesqty 12

Lighting

LED spotlightsqty 12
String lightsqty 8
Battery lanternsqty 10

Workshop materials

Painter's canvasesqty 80
Drawing paperqty 300
Watercolor paperqty 100
Paint palettesqty 40
Brush setsqty 40
Paint palettesqty 30
Clay rollsqty 20
Linocut setsqty 15
Ink rollersqty 15
Protective apronsqty 40
Cutting matsqty 15
Worktable lampsqty 6
Covering filmqty 6
Drying racksqty 6
Artist foldersqty 20

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Hand broomsqty 4

Catering

Groceries

Tips

Set the date and programme before promoting the festival, then confirm participating artists and workshop leaders before publishing anything. Leave at least 2 weeks for collecting artist information, dietary requirements and registration details.
Check permits, insurance and venue access early—ideally 6 to 8 weeks before the festival. Confirm where exhibition walls, pedestals, party tents, furniture and delivery vehicles can go, including setup and unloading times.
Create the festival map before arranging the exhibition or workshop rooms. Mark entrances, toilets, registration, emergency routes, power points and cable trays so the placement of tables, chairs, projection equipment and sound equipment is practical.
Treat artwork information as a separate production step: collect titles and artist details, prepare labels and signage, then print programme booklets. Finish the final artwork inventory at least 3 days before packing and transport.
Run a technical and hospitality check the day before opening. Test microphones, the portable sound system, laptop, projector and screen; chill drinks, prepare coffee equipment and check cups, glasses, plates and serving supplies before guests arrive.

Frequently asked questions

How far in advance should I start organising an arts festival?: Start at least 8 to 12 weeks before the festival. Use the first 2 weeks for the date, programme, artists, workshop leaders and venue reservations, then allow several weeks for permits, insurance, promotion and registrations.
When should I publish the arts festival programme?: Publish it after the participating artists, workshop leaders, times and locations are confirmed—normally 4 to 6 weeks before the event. Keep a final content deadline at least 10 days before printing programme booklets.
How many days before an arts festival should the exhibition be installed?: Install the exhibition 1 day before opening when the venue and artwork transport allow it. Complete the inventory, labels and artwork packing at least 3 days beforehand, and reserve several hours for lighting, signage and corrections.
When should I check permits and insurance for an arts festival?: Check them 6 to 8 weeks before the festival, or as soon as the venue and programme are known. Requirements can depend on workshops, public access, temporary structures, food and drink, sound equipment and artwork handling.

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.