Jazz festival checklist: what to arrange and when

A jazz festival involves more than booking musicians and putting out chairs. You need to coordinate permits, insurance, sound, toilets, security, catering, volunteers and the full stage setup. This checklist covers 68 planning tasks and 56 items, from confirming the date and venue to checking the grounds after the last guest leaves. Use it to set deadlines early and avoid the details that are commonly left until festival day.

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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

Confirm date and location
2 people
Book musicians
2 people
Book sound company
Apply for a permit
Check insurance
Book catering
2 people
Reserve toilets
Reserve security
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Publish the program
2 people
Send artist information
Create the volunteer schedule
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
3 people
Prepare catering
4 people
Clean the grounds
3 people
Check toilets
2 people
Build stage floor
4 people
Set up tents
4 people
Set up tables and chairs
5 people
Set up the stage backdrop
2 people
Hang decorations
3 people
Set up lighting
3 people
Connect the sound system
3 people
Set up instruments
3 people
Test microphones
2 people
Run the sound check
5 people
Set up bar and buffet
4 people
Set out coffee and tea
2 people
Set out tableware and cutlery
3 people
Place waste stations
2 people
Set up the info point
2 people

Event

Welcome performers
2 people
Welcome visitors
4 people
Announce the program
Coordinate music performances
3 people
Announce breaks
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
4 people
Restock the buffet
3 people
Serve diet meals
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Restock toilets
Answer visitor questions
2 people
Support first aid
2 people
Wrap up the final performance
2 people
See visitors out
3 people

Aftercare

Turn off the sound equipment
3 people
Store instruments safely
3 people
Clear away food and drinks
4 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
5 people
Clear tables and chairs
5 people
Take down tents
4 people
Dismantle the stage
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Check borrowed items
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Stage sectionsqty 12
Stage stepsqty 2
Tablesqty 18
Folding chairsqty 220
Bar stoolsqty 8
Buffet tablesqty 6
Party tentsqty 4
Stage backdrop

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 6
Instrument cablesqty 20
Microphone cablesqty 16
Extension cordsqty 12
Extension cordsqty 10
Cable matsqty 12
Keyboard standsqty 3
Piano stoolqty 2
Guitar amplifiersqty 3
Drum kit
Music standsqty 8

Lighting

LED stage lightsqty 8
String lightsqty 10
Work lightsqty 4
Light standsqty 4

Tableware

Reusable drinking glassesqty 350
Wine glassesqty 120
Coffee cupsqty 100
Platesqty 350
Cutlery setsqty 350
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Cutting boardsqty 6
Kitchen knivesqty 6
Food warmersqty 6
Storage binsqty 20

Decorations

Festival bannersqty 6
Tableclothsqty 18
Stage drapesqty 4
Program standsqty 8
Route signsqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Cleaning cartsqty 2
Glovesqty 12

Catering

Groceries

Tips

Start with the date, location and permit requirements before confirming artists or suppliers. Permit processing and insurance checks can take longer than expected, so set these deadlines several weeks before the festival.
Confirm the technical setup with every band, not just the headliner. Collect information about microphones, DI boxes, amplifiers, keyboards and drum kits early enough for the sound company to plan channels and stage space.
Do not leave toilets, security or volunteers until registrations are complete. Use the expected attendance to set quantities and publish a volunteer schedule before people start arriving.
Build the site plan around the stage, tents, buffet tables and audience seating. Leave clear cable routes and place cable mats over crossings; extension cords should not run loose where guests walk.
Make the final checks in two rounds: inspect the weather forecast and shopping list the day before, then chill drinks, prepare catering and check toilets on the day itself. Keep work lights available for setup and cleanup after dark.

Frequently asked questions

How far in advance should I organise a jazz festival?: Start planning at least 3 to 6 months ahead. Confirm the date and location first, then arrange musicians, sound, permits, insurance, catering, toilets and security before opening registrations.
What equipment does a jazz festival need?: Allow for a complete stage and sound setup, including speakers, monitor speakers, microphones, stands, cables, DI boxes and a mixing console. The exact requirement depends on the artists, so request technical information before booking the sound company.
When should I publish the jazz festival programme?: Publish the programme once artist times and the stage schedule are confirmed, ideally 2 to 4 weeks before the festival. Send artist information and practical details to performers and volunteers at the same time.
How do I prepare for bad weather at an outdoor jazz festival?: Check the forecast 48 hours before the event and again on the morning itself. Set up party tents, protect sound and lighting equipment, and confirm who is responsible for weather-related decisions before guests arrive.

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.