Jazz festival checklist: what to arrange and when

A jazz festival depends on tight coordination between artists, sound, lighting, hospitality and audience logistics. Start by confirming the date, venue, permits and performer contracts, then build the programme and technical plan around the confirmed acts. Ticketing, catering quantities and artist transport need deadlines of their own, not just a note on the master list. This checklist covers 76 planning tasks and 55 items, from stage sections and microphones to glasses, crew sheets and chilled drinks.

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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
Check permits
2 people
Confirm performers
2 people
Schedule performances
2 people
Gather technical requirements
2 people
Confirm suppliers
2 people
Set budget and prices
2 people
Determine visitor capacity
2 people
Open ticket sales
2 people
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Send artist information
Check the program order
2 people
Make reservations
2 people
Calculate catering quantities
2 people
Finalize shopping list
2 people
Complete the technical planning
2 people
Check the weather forecast
Confirm artist transport
Do the shopping
3 people
Chill drinks
3 people
Prepare catering
4 people
Print program and crew sheets
Prepare cash register and wristbands
2 people
Clear the venue
4 people
Set up the stage
5 people
Set up the sound system
4 people
Set up instruments
3 people
Set up lighting
3 people
Connect power supply
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Build the catering buffet
3 people
Hang up decorations
3 people
Test the lighting
2 people
Perform sound check
4 people
Review stage changeovers
3 people
Welcome performers
2 people
Set up changing rooms
2 people
Set up the registration desk
2 people
Check public area
3 people

Event

Welcome visitors
4 people
Check tickets
3 people
Distribute program
2 people
Guide the opening act
3 people
Guide the performances
4 people
Announce performers
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
3 people
Restock the buffet
2 people
Serve diet meals
2 people
Guide the audience
3 people
Check toilets
2 people
Collect waste
2 people
Check the sound level
Support the evening program
3 people
Wrap up the final performance
3 people

Aftercare

Close the bar
3 people
See off the artists
2 people
Switch off equipment
3 people
Collect tableware
3 people
Dispose of waste
3 people
Dismantle furniture
4 people
Dismantle the stage
5 people
Pack audio equipment
4 people
Remove decorations
3 people
Clean the venue
4 people
Wash dishes
3 people
Count inventory
2 people
Collect lost and found items
Return rented materials
2 people
Handle deposit and cash register
2 people
Store leftovers refrigerated
2 people

What to bring

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

Furniture

Stage sectionsqty 8
Stage steps
High tablesqty 12
Tablesqty 16
Chairsqty 120
Bar matsqty 3
Changing room chairsqty 12
Clothes racksqty 4
Waste binsqty 12

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 12
Music standsqty 8
Tuning deviceqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lampsqty 10

Tableware

Drinking glassesqty 180
Wine glassesqty 80
Coffee cupsqty 60
Platesqty 180
Cutlery setsqty 180
Serving traysqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 12
Small bowlsqty 24
Ice packsqty 24

Decorations

Festival Flagsqty 20
Tableclothsqty 16
Stage backdrop
Program standsqty 6
Directional signsqty 12
Name badgesqty 40
Badge holdersqty 40

Cleaning

Mop setsqty 3
Bucketsqty 4
Broom setsqty 3
Vacuum cleaner
Hand broomsqty 4

Catering

Groceries

Tips

Confirm the venue, permits and visitor capacity before opening ticket sales. Capacity affects ticket numbers, seating, bar setup, toilets and how many people you can safely place around the stage.
Collect each performer’s technical requirements at least 4–6 weeks before the festival. Check microphones, DI boxes, monitors, music stands, cables, power distribution and the mixing console against the stage plan.
Set the programme order before printing anything. Send the final running order and artist information to performers and crew at least 7 days ahead, then print spare programme and crew sheets for the venue.
Calculate catering and drinks by service period rather than buying one total quantity. Plan roughly 2–3 drinks per guest for the first hour, then adjust for the event length, meal service and whether coffee is served.
Schedule the final checks in the last 48 hours: review the weather forecast, confirm artist transport, finish shopping, chill drinks, prepare catering and complete the technical walkthrough. Keep battery lamps, extension cords and cable trays available for problems that appear during setup.

Frequently asked questions

How far in advance should I organise a jazz festival?: Start venue, date, permit and artist planning at least 6 months ahead for a small festival, and earlier if several performers are involved. Aim to have ticket sales and promotion ready 8–12 weeks before the event.
What equipment do I need for a jazz festival?: Allow for a mixing console, speakers, subwoofers, stage monitors, microphones, stands, DI boxes, audio cables and power distribution. Confirm the exact quantity with every performer 4–6 weeks before the festival, because a jazz lineup may require different inputs and monitoring setups.
How much food and drink should I buy for a jazz festival?: For drinks, use 2–3 servings per guest during the first hour, then add a per-hour estimate based on the programme length and audience. Finalise catering quantities and the shopping list at least 3–5 days before the festival, after registrations and dietary requirements are known.
When should I make the final technical check?: Complete the technical planning at least 7 days before the festival and do the on-site walkthrough within 24–48 hours of opening. Check stage sections, steps, lighting, cable routes, power strips, microphones and music stands before the first soundcheck.

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.