How to organise an electronic music festival

Start by fixing the date and venue, then work backwards from opening time. Permits, sound, lighting, toilets, security and artist bookings often take longer than expected, so secure them before promoting the event. Build the music programme around confirmed performers and use the floor plan to test crowd flow, bar placement and cable routes. In the final week, turn every detail into a run sheet, assign volunteers and check equipment, stock, wristbands and emergency contacts.

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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
Apply for permits
2 people
3
Check venue requirements
2 people
4
Compile the music program
3 people
5
Confirm performers
2 people
6
Reserve sound system
2 people
7
Reserve lighting set
2 people
8
Reserve toilets
9
Reserve security
2 people
10
Book catering
2 people
11
Open ticket sales
2 people
12
Send invitations
2 people
13
Post promotion online
2 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Collect artist information
2 people
17
Print the run sheet
18
Schedule volunteers
2 people
19
Collect emergency contacts
20
Print floor plan
21
Count wristbands and tickets
2 people
22
Check stock
2 people
23
Do the shopping
3 people
24
Collect equipment
3 people
25
Open venue
2 people
26
Inspect the site
3 people
27
Build stage floor
4 people
28
Build party tents
4 people
29
Set up crowd-control barriers
4 people
30
Set up the bar and serving area
4 people
31
Set up tables and chairs
4 people
32
Connect sound equipment
4 people
33
Connect lighting equipment
3 people
34
Test power supply
3 people
35
Hang up decorations
3 people
36
Set up banners and signage
3 people
37
Fill coolers
3 people
38
Prepare snacks
4 people
39
Set up bar stock
3 people
40
Set up the ticket counter
2 people
41
Set up the first aid station
2 people
42
Check toilets
2 people
43
Perform the technical sound check
4 people
44
Test light show
3 people

Event

45
Welcome performers
2 people
46
Open the doors
4 people
47
Check tickets
4 people
48
Hand out wristbands
3 people
49
Inform the audience
2 people
50
Start the music program
2 people
51
Open bar
5 people
52
Serve snacks
3 people
53
Refill drinks
3 people
54
Assist performers
2 people
55
Coordinate DJ handovers
2 people
56
Check the sound level
2 people
57
Operate light shows
2 people
58
Keep the grounds clean
3 people
59
Empty trash bins
2 people
60
Restock toilets
2 people
61
Handle first aid requests
2 people
62
Announce the final act
63
End music
2 people
64
Guide the audience to the exit
4 people

Aftercare

65
Close the bar
5 people
66
Switch off equipment
3 people
67
Collect lost and found items
2 people
68
Collect waste
5 people
69
Dismantle furniture
5 people
70
Remove decorations
3 people
71
Clean the venue
5 people
72
Load equipment
4 people
73
Hand over the site
2 people
74
Check borrowed items
2 people
75
Return equipment
3 people
76
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 3
Stage floor
Beer tablesqty 12
Tall cocktail tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Bar blocksqty 3
Crowd barriersqty 30
Dressing room racksqty 4
Clothes hangersqty 40

Equipment

DJ table
DJ mixersqty 2
DJ media playersqty 2
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 2
Mixing console
Microphonesqty 3
DI boxesqty 2
XLR cablesqty 12
Audio cablesqty 8
Cable reelsqty 6
Extension cordsqty 12
Cable matsqty 20
Ticket scannersqty 3
Walkie-talkiesqty 8
Power banksqty 6
Megaphonesqty 2

Lighting

LED spotlightsqty 12
Moving headsqty 6
Strobesqty 2
Light standsqty 4
String lightsqty 8
Battery lanternsqty 12

Tableware

Reusable drinking cupsqty 500
Wine glassesqty 60
Platesqty 150
Cutlery setsqty 150
Serving traysqty 20
Serving tongsqty 10

Kitchen

Refrigeratorsqty 3
Coolersqty 4
Ice containersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Small bowlsqty 20
Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Fire extinguishersqty 6
First aid kitsqty 2
Emergency blanketsqty 10

Decorations

Festival Flagsqty 30
Stage drapesqty 4
Balloon archesqty 2
Tableclothsqty 20
Postersqty 20
Directional signsqty 12
Wristbandsqty 400
Name stickersqty 300

Cleaning

Waste binsqty 20
Litter pickersqty 4
Broomsqty 6
Floor squeegeesqty 3
Bucketsqty 6
Mopsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 8
Sanitizer pumpsqty 8
Toilet brushesqty 6

Catering

Groceries

Tips

Confirm the venue requirements and permit process before announcing the date. Allow at least 6–8 weeks for applications and check whether amplified music, late opening, alcohol service or temporary structures need separate approval.
Book production and safety suppliers before ticket sales open. Sound, lighting, toilets and security affect the venue layout, capacity and budget, and last-minute availability is often limited.
Create the floor plan before collecting equipment. Mark the stage, DJ table, speakers, subwoofers, crowd barriers, bar, toilets and exits, then plan cable mats and cable reels so walkways stay clear.
Collect artist information and dietary requirements at least 7 days before the festival. Put set times, arrival details, technical needs and contact numbers into one run sheet for performers, crew and volunteers.
Open the venue with a timed checklist rather than starting with decoration. Test the mixers, media players, monitors, microphones, lighting and emergency routes before doors open, and count tickets and wristbands twice.

Frequently asked questions

How far in advance should I organise an electronic music festival?: Start planning at least 3–6 months ahead. Secure the date, venue, permits, performers, sound, lighting, toilets and security first; leave the final 7 days for confirmations, shopping and checks.
When should I book sound and lighting for an electronic music festival?: Book both as soon as the date and venue are confirmed, ideally 8–12 weeks before the event. The stage, DJ setup, speakers, subwoofers, monitor speakers and lighting positions must fit the floor plan.
How many security staff do I need for an electronic music festival?: There is no single safe number: follow the venue’s capacity rules and the requirements of your permit or local authority. Confirm the staffing level at least 4 weeks before the event, including coverage for entrances, crowd areas and emergencies.
When should I print the run sheet and floor plan?: Finalise both 3–5 days before opening, after artist details, volunteer shifts and equipment checks are complete. Keep printed copies at the entrance, production area and backstage so the team can work without relying on phones.

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