How to organize a street music festival

A street music festival succeeds when the route, permissions and performances are settled before you worry about decoration or drinks. Start by recording the date and route, then check permits and contact musicians with clear set times and locations. After that, build the volunteer schedule, registration process and visitor information around the confirmed program. Give yourself a final week to test sound at every location, check power access, print program boards and prepare for changing weather.

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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
Record date and route
2 people
2
Check permits
3
Contact Musicians
2 people
4
Confirm performances
2 people
5
Share route with musicians
6
Recruit volunteers
2 people
7
Send invitations
2 people
8
Post social media messages
9
Process registrations
10
Collect dietary requirements
11
Make reservations
12
Determine the sound per location
2 people
13
Check power outlets
2 people
14
Monitor the weather forecast
15
Finalize the program
2 people
16
Confirm musicians
17
Assign volunteers
2 people
18
Collect materials
3 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Print program boards
22
Lay out wristbands and badges
23
Prepare the cash register
24
Set up the info point
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up party tents
4 people
28
Hang decorations
3 people
29
Hang up the program
2 people
30
Set up the sound systems
3 people
31
Test microphones
2 people
32
Tape down power cables securely
2 people
33
Welcome musicians
2 people
34
Set up instruments
3 people
35
Set up catering
3 people
36
Prepare coffee station
2 people
37
Place waste stations
2 people
38
Clear the walkways
2 people

Event

39
Staff the information point
2 people
40
Welcome visitors
3 people
41
Distribute program
2 people
42
Support first performances
2 people
43
Rotate musicians
2 people
44
Check the sound level
45
Serve drinks
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Refill coffee and tea
2 people
49
Empty trash bins
2 people
50
Direct the audience to the performances
2 people
51
Support the evening program
2 people
52
Announce the final act
53
Serve the last round
3 people
54
Direct visitors to the exit
2 people
55
Turn off the sound equipment
2 people
56
Wrap up drinks and snacks
2 people

Aftercare

57
Collect instruments safely
3 people
58
Tear down audio equipment
3 people
59
Dismantle tables and chairs
4 people
60
Take down party tents
4 people
61
Remove decorations
3 people
62
Collect waste
4 people
63
Clean the venue
4 people
64
Wash dishes
2 people
65
Return materials
3 people
66
Return borrowed items
2 people
67
Store leftover stock
2 people
68
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer table setsqty 6
Dressing room tablesqty 3
Clothes racksqty 2
Storage boxesqty 10

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Decorations

Buntingqty 12
Festival bannersqty 6
Chalkboardsqty 8
Program boardsqty 6
Tableclothsqty 10
Floor rugs without stageqty 6

Equipment

Portable speakersqty 4
Mixing consolesqty 2
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 4
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Extension cordsqty 8
Extension cordsqty 10
Power banksqty 6
Charging cable setsqty 4
Cable reelsqty 4
Cable traysqty 20
Cable rampsqty 8
Gaffer tapeqty 8
AA batteriesqty 24
AAA batteriesqty 24

Catering

Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Ice coolersqty 4
Serving traysqty 12
Drink dispensersqty 4
Water jugsqty 10
Bottle openersqty 6
Ice packsqty 30
Groceries

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 3
Cookie tinsqty 8
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Lighting

LED string lightsqty 8
LED work lightsqty 6
Light standsqty 4

Tips

Confirm the route and permits before inviting performers. Musicians need the exact locations, access details and performance times early enough to plan their equipment and arrival.
Check the sound setup separately for every location. Test portable speakers, mixing consoles, microphones, DI boxes, stands and cable runs at least one day before the festival, especially where power outlets are limited.
Assign volunteers to specific jobs and time blocks rather than simply asking for general help. Cover the info point, registration, musician arrivals, cash register and practical changes during the program.
Keep the visitor flow visible. Put program boards at the info point and key route points, and prepare wristbands, badges and a clear place for registrations before the first performance starts.
Use the weather forecast to make a decision 24 to 48 hours ahead. Set aside party tents, storage boxes, floor rugs and power banks so equipment, musicians and visitors are not left without basic cover or power.

Frequently asked questions

How far in advance should I organize a street music festival?: Start at least 8 to 12 weeks ahead. Use the first two weeks for the date, route and permits, then confirm musicians and volunteers before publishing the full program.
When should I contact musicians for a street music festival?: Contact musicians 6 to 8 weeks before the event and confirm their performances again 7 days beforehand. Share the route, set times, sound arrangements and arrival instructions in the same message.
How much sound equipment does a street music festival need?: Plan the sound setup per performance location, not only per festival. Allow at least 60 to 90 minutes before the first set for a full sound check, including microphones, stands, DI boxes, cables and available power.
When should I print the program boards and prepare drinks?: Finalize the program 7 days before the festival and print the program boards during the final 2 to 3 days. Chill drinks the day before, then set up glasses, cups, pitchers and the cash register before volunteers arrive.

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