How to organise an electronic music festival

Start by fixing the date and location, then work outward from the programme and site layout. An electronic music festival needs more than DJs and speakers: permits, power distribution, cable routes, toilets, waste collection and evacuation routes must be settled before equipment arrives. Build the schedule around confirmed DJ set times, registrations and crew access. Use the plan below to keep production, safety, catering and event-day preparation in the right order.

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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
Check permits and notifications
2 people
3
Compile the music program
2 people
4
Confirm DJ set times
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Calculate catering quantities
2 people
9
Reserve sound and lighting
2 people
10
Reserving toilets and waste disposal
2 people
11
Draw up a security plan
2 people
12
Record evacuation routes
2 people
13
Create a site map
2 people
14
Determine power outlets and cable routes
2 people
15
Collect emergency contacts
16
Order wristbands and tickets
17
Print the run sheet
18
Prepare the crew briefing
2 people
19
Check the weather forecast
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Chill drinks
3 people
23
Portion snacks
4 people
24
Load equipment and materials
4 people
25
Inspect the grounds
3 people
26
Building tents and canopies
6 people
27
Set up stage sections
6 people
28
Set up the DJ booth
3 people
29
Connect the sound system
4 people
30
Test sound system
3 people
31
Hang the lighting rig
4 people
32
Program the light show
2 people
33
Connect power distribution
3 people
34
Tape down cables
3 people
35
Set up tables and chairs
4 people
36
Set up bar and serving station
4 people
37
Fill coolers
3 people
38
Prepare snacks and nibbles
3 people
39
Setting up the entrance and ticket check
3 people
40
Lay out wristbands
2 people
41
Marking smoke-free zones
2 people
42
Clear emergency exits
3 people
43
Check sanitary facilities
2 people
44
Give crew briefing
3 people

Event

45
Open the doors
4 people
46
Check tickets
4 people
47
Hand out wristbands
3 people
48
Welcome the DJs
2 people
49
Coordinating DJ changeovers
2 people
50
Check music and volume
2 people
51
Operate the light show
2 people
52
Serve drinks
5 people
53
Refill drinks
3 people
54
Serve snacks
3 people
55
Empty trash bins
3 people
56
Check toilets periodically
2 people
57
Check the grounds and public area
3 people
58
Keep first aid available
2 people
59
Register lost and found items
60
Announce the final round
61
End music smoothly
2 people
62
Guide visitors to the exit
4 people

Aftercare

63
Close the bar
4 people
64
Secure cash
2 people
65
Switch off equipment
3 people
66
Dismantling sound and lighting
5 people
67
Take down stage and tents
6 people
68
Collect furniture
4 people
69
Sort and dispose of waste
4 people
70
Wash dishes and glassware
3 people
71
Clean the bar and kitchen
3 people
72
Clean sanitary facilities
3 people
73
Leave the site clean and empty
5 people
74
Reload materials
4 people
75
Return borrowed materials
2 people
76
Process chilled goods and leftovers
2 people
77
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Beer tablesqty 8
Benchesqty 12
Pop-up tents for the barqty 2
Bar stoolsqty 8
Stage sectionsqty 12
Dressing room tablesqty 2
Changing room chairsqty 8

Equipment

DJ table
DJ controller
CDJ playersqty 2
DJ mixer
Main microphoneqty 2
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
DI boxesqty 4
Spare headphonesqty 2
Power stripsqty 12
Extension cordsqty 16
Cable traysqty 10
Cable reelsqty 4

Lighting

LED light barsqty 8
LED spotlightsqty 8
Strobe lightqty 2
Light standsqty 4
Mood lightingqty 12
Flashlightsqty 6

Tableware

Reusable cupsqty 300
Wine glassesqty 40
Platesqty 180
Cutlery setsqty 180
Serving bowlsqty 20
Serving spoonsqty 12
Bar measuring cupsqty 4

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Frying pansqty 2
Food warmersqty 4
Refrigeratorsqty 2

Decorations

Festival Flagsqty 20
LED garlandsqty 10
Stage drapesqty 4
Welcome sign
Site signsqty 12
Directional signsqty 10
Wristbandsqty 250
Ticket boxesqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Dustpan and brushqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4
Disinfectant spraysqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 12
Bollardsqty 20
Barrier tapeqty 6
Walkie-talkiesqty 8
Emergency lightsqty 6
Earplugsqty 250

Catering

Groceries

Tips

Lock the date and site before booking production. Check permits and notifications early, then create a site map showing the stage, bar, toilets, waste points, tents, entrances and evacuation routes.
Build the programme around confirmed DJ set times and allow changeover time between sets. Print the run sheet before the event so DJs, technicians, security and crew are working from the same timings.
Treat power as a design task, not a last-minute shopping problem. Mark every outlet and cable route on the site map, and plan where power strips, extension cords, cable reels and cable trays will go before loading in.
Check sound and lighting as one system. Confirm the DJ table, controller or CDJ players, mixer, speakers, subwoofers, monitor speakers and lighting positions, then keep spare headphones and flashlights available for faults and dark areas.
Finish guest logistics at least a few days before opening: process registrations, collect dietary requirements, calculate catering quantities, order wristbands and tickets, and chill drinks only after the final quantities are known.

Frequently asked questions

How early should I start planning an electronic music festival?: Start at least 6 months before the festival if you need permits, multiple DJs, hired production and a temporary site setup. Set the date and location first, then confirm permits, the programme, suppliers and the security plan in that order.
How do you plan power for an electronic music festival?: Map every power outlet and cable route before equipment is delivered. Allow separate, clearly labelled routes for sound, lighting, bars and other high-load equipment, and secure cables with cable trays or reels so they do not cross guest walkways.
How many toilets do I need for an electronic music festival?: Use the expected attendance, event duration and alcohol service to calculate the toilet requirement with your supplier; do not wait until the week of the festival. Reserve toilets and waste disposal early enough that both are confirmed before the site map and security plan are finalised.
When should I prepare the crew briefing and run sheet?: Prepare the run sheet several days before the event and print copies before load-in. Hold the crew briefing before guests arrive, covering DJ set times, access, emergency contacts, evacuation routes, cable hazards and who is responsible for each area.

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.