How to organize a podcast festival without missing the details

A podcast festival combines a live program, guest management and a small broadcast setup, so the order of your work matters. Start by fixing the date, venue and program structure before inviting hosts or speakers. Then collect technical requirements, open registration and keep dietary information with your attendee list. In the final week, turn every session into a run sheet and test microphones, recording computers, projectors, adapters and cables at the 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
Confirm date and location
2 people
2
Create the program schedule
2 people
3
Select podcast hosts
2 people
4
Approach speakers
2 people
5
Finalize moderators
2 people
6
Check music rights
7
Request technical requirements
8
Make reservations
9
Create a registration form
10
Send invitations
2 people
11
Publish social media posts
12
Process registrations
13
Collect dietary requirements
14
Send confirmations
15
Create the final run sheet
2 people
16
Compile contact list
17
Create the layout of public areas
2 people
18
Prepare name badges
2 people
19
Print program leaflets
20
Collect presentations
21
Check equipment and cables
2 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Bring materials to the venue
3 people
25
Open venue
2 people
26
Carry out the safety and evacuation route check
2 people
27
Set up the reception desk
2 people
28
Set up tables and chairs
4 people
29
Set up stage platforms
3 people
30
Hang the backdrop
2 people
31
Hang up decorations
2 people
32
Connect lighting and power
2 people
33
Connect microphones
2 people
34
Connect recording setup
2 people
35
Test presentations
2 people
36
Perform sound check
3 people
37
Set up the catering buffet
3 people
38
Set out coffee and tea
2 people
39
Put out program brochures
40
Briefing for reception team
2 people
41
Brief the technical team
2 people

Event

42
Welcome speakers
2 people
43
Register visitors
4 people
44
Hand out name badges
2 people
45
Serve welcome drinks
2 people
46
Announce the opening
47
Lead the first podcast session
3 people
48
Serve break drinks
3 people
49
Refill drinks
2 people
50
Supervise the second podcast session
3 people
51
Collect audience questions
2 people
52
Check the recordings
2 people
53
Lead the networking break
3 people
54
Serve snacks
3 people
55
Moderate the third podcast session
3 people
56
Support the audience recording
4 people
57
Keep the break area tidy
2 people
58
Moderate the fourth podcast session
3 people
59
Announce the closing
60
Serve the last drinks round
2 people
61
Guide visitors to the exit
2 people
62
Collect lost and found items

Aftercare

63
Secure recording equipment
2 people
64
Switch off the equipment
2 people
65
Remove decorations
3 people
66
Collect tableware
3 people
67
Collect waste
3 people
68
Take down tables and chairs
4 people
69
Clean the venue
3 people
70
Return materials
3 people
71
Return borrowed equipment
2 people
72
Store leftover catering
2 people
73
Back up recordings
2 people
74
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Tablesqty 14
Bar stoolsqty 6
Reception desk
Stage panelsqty 3
Clothes racksqty 2

Tableware

Water glassesqty 180
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving traysqty 12

Equipment

Dynamic microphonesqty 8
Wireless microphonesqty 4
Microphone standsqty 8
Headphonesqty 8
Audio interfaceqty 2
Recording computersqty 2
Memory cardsqty 8
Laptop adaptersqty 4
Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Active speakersqty 4
Mixing consolesqty 2
DI boxesqty 2
Audio and power cablesqty 30
Cable traysqty 20
Extension cordsqty 12
Power stripsqty 12
Power banksqty 6

Lighting

LED panel lightsqty 8
Atmosphere lightsqty 12
Light standsqty 6

Decorations

Backdrop cloth
Podcast festival bannerqty 2
Tableclothsqty 14
Decorative plantsqty 8
Name badgesqty 180
Badge holdersqty 180
Directional signsqty 12
Flip chartsqty 3
Markersqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Serving bowlsqty 16
Scissorsqty 6
Bottle openersqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Build the program schedule before sending invitations. Allow time between sessions for audience movement, microphone changes and speakers who need to connect a laptop or presentation.
Ask every host and speaker for technical requirements as soon as they confirm. Check whether they need dynamic or wireless microphones, headphones, an audio interface, a DI box or a laptop adapter.
Treat the recording setup as a separate production line. Test the mixing panel, active speakers, recording computers, memory cards and every audio and power cable before the venue opens.
Finish audience logistics at least 3 days before the festival. Process registrations, record dietary requirements, send confirmations, and prepare name badges, program folders and the room layout together.
Make the final run sheet operational rather than descriptive. Include arrival times, room changes, equipment handovers, presentation files, contact numbers and a venue-opening checklist so the team knows what happens minute by minute.

Frequently asked questions

How far in advance should I plan a podcast festival?: Start at least 8 to 12 weeks before the festival. Fix the date and venue first, then confirm the program, hosts, speakers and moderators before opening registration.
How much time should I allow between podcast festival sessions?: Allow at least 15 minutes between standard sessions and 30 minutes when the room or technical setup changes. Add extra time for recording equipment, projectors or audience movement.
When should I test the podcast festival equipment?: Complete a full equipment check 1 to 3 days before the event, then repeat a short sound and recording test when the venue opens. Test microphones, headphones, laptops, adapters, speakers, mixing panels and cables together.
When should I send final confirmations to podcast festival attendees?: Send final confirmations 3 to 5 days before the festival. Include the schedule, arrival instructions, room information and any details related to dietary requirements or registration.

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