Liberation Festival planning checklist

A Liberation Festival needs more than a date, stage and programme. You will need to line up permits, suppliers, volunteers, registrations, power, food service and clear safety routes before the day arrives. This checklist puts those jobs in a workable order, from confirming the location to washing fresh produce and setting out signage. It also covers details that are easy to leave too late, such as cooling, dietary requirements, extension cords and a second registration check.

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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
Confirm venue reservation
Reserve suppliers
Design invitations
Send invitations
2 people
Open registrations
Create the program
2 people
Confirm music program
Recruit volunteers
2 people
Process registrations
Collect dietary requirements
Confirm delivery arrangements
Create a site map
2 people
Check power outlets
2 people
Mark safety routes
2 people
Finalize the shopping list
2 people
Buy stock of shelf-stable products
2 people
Reserve drinks and cooling
Prepare name badges
2 people
Print the program and signage
2 people
Confirm registrations again
Buy fresh groceries
3 people
Sort non-perishable stock
2 people
Wash fruits and vegetables
3 people
Prepare marinades and sauces
3 people
Portion desserts and snacks
3 people
Set up tables and chairs
6 people
Build party tents
6 people
Clear the stage area
4 people
Set up sound equipment
3 people
Connect lighting
3 people
Safely cover power cables
2 people
Hang decorations
4 people
Set up signage
2 people
Set up information table
2 people
Set up the bar and buffet
5 people
Fill coolers
3 people
Prepare snacks and buffet
5 people
Lay out crockery and cutlery
3 people
Prepare coffee and tea
2 people
Brief volunteers
3 people
Check grounds and toilets
2 people

Event

Handle check-in and registration
4 people
Welcome visitors
2 people
Announce the program
Play music
2 people
Serve coffee and tea
3 people
Serve snacks
4 people
Hand out drinks
4 people
Restock the buffet
3 people
Serve hot dishes
5 people
Refill drinks
3 people
Empty trash bins
2 people
Clear tables in between
3 people
Wash dishes in between
3 people
Check toilets
Provide first aid
2 people
Inform visitors about departure
2 people
Serve the last drinks
3 people
Secure the buffet
3 people

Aftercare

Turn off the sound equipment
2 people
Remove decorations
4 people
Collect and sort waste
5 people
Clear tables and chairs
6 people
Take down party tents
6 people
Clean the kitchen and bar
5 people
Wash dishes
4 people
Clean the restrooms
2 people
Leave the site clean
5 people
Count stock and materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 150
Buffet tablesqty 6
Bar stoolsqty 8
Waste binsqty 10

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable drinking glassesqty 250
Coffee cupsqty 100
Knivesqty 180
Forksqty 180
Spoonsqty 150
Serving utensilsqty 20

Kitchen

Food warmersqty 6
Serving spoonsqty 12
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8

Equipment

Coolersqty 8
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 3
Hot platesqty 4
Portable sound system
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Megaphonesqty 2
Walkie-talkiesqty 6

Lighting

LED string lightsqty 8
LED lampsqty 10

Decorations

Dutch flagsqty 12
Red, white and blue pennantsqty 10
Orange garlandsqty 8
Tableclothsqty 20
Menu boardsqty 8
Chalkboardsqty 4

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 4
Cleaning glovesqty 12
Litter pickersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Cable matsqty 12
Barrier conesqty 12

Catering

Groceries

Tips

Start with the date, location and permits before booking suppliers. Confirm the venue reservation in writing, then check which permissions are needed for music, food service, temporary structures and public access.
Close registrations early enough to use the numbers. Collect dietary requirements, prepare name badges and confirm registrations again before printing the programme or finalising food quantities.
Draw the site map around practical movement: place tents, beer tables, buffet tables and waste bins without blocking marked safety routes. Check every power outlet before positioning the sound system, coffee machines, refrigerators and hot plates.
Reserve drinks and cooling before buying fresh groceries. On the final preparation day, sort shelf-stable stock first, then wash fruit and vegetables and keep chilled items in coolers or refrigerators until service.
Do a delivery and equipment check at least 24 hours before opening. Count microphones, extension cords, reusable tableware, serving utensils and food warmers rather than assuming the supplier’s list is complete.

Frequently asked questions

How far in advance should I start planning a Liberation Festival?: Start at least 8 to 12 weeks before the festival. Use the first two weeks to confirm the date, location, permits and suppliers, then allow several weeks for registrations, volunteers and the programme.
When should I send Liberation Festival invitations?: Send invitations about 6 weeks before the event and keep registrations open for at least 3 weeks. Close or review registrations 7 to 10 days beforehand so you can confirm dietary requirements, badges and food quantities.
How many volunteers do I need for a Liberation Festival?: Plan at least 1 volunteer for every 25 to 30 attendees, then add separate cover for registration, food service, waste and safety routes. Create shifts of 2 to 3 hours so essential posts are not left unattended.
When should I buy food and drinks for a Liberation Festival?: Buy shelf-stable products 1 to 2 weeks ahead and reserve drinks, cooling and delivery at the same time. Buy fresh groceries 1 to 2 days before the event, then wash and prepare them on the final preparation day.

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.