How to organize a metal festival

Start by fixing the date, site and capacity before announcing anything. Then secure permits, artist contracts, transport, sound, lighting, security and first aid in that order, because each decision affects the next one. Build the program around confirmed set times and technical riders, while registrations provide the numbers for catering, wristbands and bar stock. In the final week, print the run sheet and floor plan, check the forecast, and walk through every handover from artist arrival to closing.

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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
Confirm artist contracts
2 people
4
Reserve artist transport
5
Book catering
2 people
6
Reserve sound system
2 people
7
Reserve lighting set
2 people
8
Reserve security
2 people
9
Reserve first aid coverage
10
Compile program
3 people
11
Create festival name and brand identity
2 people
12
Publish web page
2 people
13
Send invitations
3 people
14
Announce on social media
2 people
15
Process registrations
2 people
16
Collect dietary requirements
2 people
17
Collect artist information
2 people
18
Print the run sheet
2 people
19
Print floor plan
2 people
20
Order wristbands
21
Assign staff
2 people
22
Plan artist catering
2 people
23
Check bar stock
2 people
24
Check the technical rider
2 people
25
Check the weather forecast
26
Check the shopping list
2 people
27
Do the shopping
4 people
28
Fill coolers
3 people
29
Bring materials to the venue
4 people
30
Cordon off the area
4 people
31
Build the stage and canopy
6 people
32
Set up the sound system
4 people
33
Set up lighting
3 people
34
Connect power supply
3 people
35
Set up tables and chairs
4 people
36
Set up the bar
4 people
37
Set up backstage
3 people
38
Set up the merch table
2 people
39
Hang up decorations
3 people
40
Set up access control
3 people
41
Set up the first aid station
2 people
42
Check toilets
2 people

Event

43
Welcome performers
3 people
44
Guide the soundcheck
3 people
45
Open the cash desk and entrance
4 people
46
Welcome visitors
6 people
47
Hand out wristbands
3 people
48
Support the first performance
3 people
49
Serve snacks
4 people
50
Serve drinks
5 people
51
Refill drinks
3 people
52
Restock bar supplies
2 people
53
Swap performances
4 people
54
Inform the audience
2 people
55
Sell merchandise
2 people
56
Empty trash bins
2 people
57
Clean the toilets in between
2 people
58
Support the final performance
3 people
59
Guide the exit flow
5 people

Aftercare

60
Close the register
2 people
61
Turn off the sound equipment
3 people
62
Store bar stock safely
3 people
63
Dismantle the stage and grounds
6 people
64
Collect furniture
4 people
65
Remove decorations
3 people
66
Sort and dispose of waste
4 people
67
Wash dishes
3 people
68
Clean the grounds
5 people
69
Final cleaning of the toilets
2 people
70
Return materials
4 people
71
Return sound system
2 people
72
Return lighting set
2 people
73
Collect lost and found items
2 people
74
Settle up with vendors
2 people
75
Pay performers
2 people
76
Store leftover stock
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 10
Benchesqty 12
Bar matsqty 3
Folding chairsqty 40
Party tentsqty 4
Stage sectionsqty 12
Back wall panelsqty 4

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Coffee cupsqty 100
Platesqty 300
Cutlery setsqty 300

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar amplifiersqty 4
Bass amplifiersqty 2
Drum kit
Monitorsqty 4
XLR cablesqty 20
Jack cablesqty 16
Cable traysqty 12
Cable reelsqty 8
Coolersqty 8
Refrigeratorsqty 3
Cash registersqty 2
Card machinesqty 3
Walkie-talkiesqty 10
Extension cordsqty 12

Lighting

LED spotlightsqty 12
Light barsqty 4
Light standsqty 4
Mood lightingqty 8
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Bannersqty 6
Directional signsqty 12
Stage drapesqty 4
Wristbandsqty 400

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 4
Cooler cratesqty 8

Catering

Groceries

Cleaning

Waste binsqty 20
Waste sorting binsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd barriersqty 20
Fire extinguishersqty 6
Emergency lightsqty 6
Flashlight batteriesqty 24

Office

Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 2
Tapeqty 8
Markersqty 12
Lanyardsqty 40
Name badgesqty 40
Receipt rollsqty 12

Other

Tool casesqty 3
Hand trucksqty 2
Ratchet strapsqty 12
Cable tiesqty 500
Duct tapeqty 8
Umbrellasqty 6

Tips

Lock the date and location before publishing the festival page. Allow at least 8–12 weeks for permits and confirm the site’s power, access, noise limits and weather plan before signing suppliers.
Confirm artist contracts and collect every technical rider as soon as the lineup is agreed. Check requirements for guitar and bass amplifiers, drum kit, monitors, microphones, DI boxes, XLR cables and power before the production order is final.
Treat sound, lighting, security and first aid as separate bookings. For a one-day festival, have the production team’s access and setup schedule written down at least 7 days before doors open, including cable routes and stage changes.
Use registrations to plan the bar and catering instead of guessing. Collect dietary requirements before the final catering order, then check reusable cups, wine glasses, coffee cups, plates and cutlery against the expected attendance with a small backup quantity.
Assign named staff to artist reception, stage changes, wristbands, bar, security and emergencies. Print the run sheet and floor plan on the day, and check the weather forecast 24 hours before deciding where party tents, benches, beer tables and high tables will stand.

Frequently asked questions

How far in advance should I organize a metal festival?: Start at least 6 months ahead for a small one-day festival, and earlier if permits or several touring artists are involved. Aim to have the date, location, headline contracts and core production suppliers confirmed 8–12 weeks before the event.
When should I book sound and lighting for a metal festival?: Book the sound system and lighting set as soon as the artist contracts and technical riders are available, ideally 8–10 weeks before the festival. Recheck the final input list and stage plan 14 days before setup.
How many security and first aid staff does a metal festival need?: There is no universal number: use the site capacity, crowd profile and local requirements to create the staffing plan. Confirm security and first aid coverage at least 6–8 weeks ahead, then include their positions and emergency contacts in the run sheet.
When should I check the weather for an outdoor metal festival?: Check the forecast 7 days before the event for early decisions, then again 24 hours before doors open. Use the final check to confirm tents, equipment protection, cable routes, stage access and any changes to the floor plan.

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.