Liberation Festival checklist: what to arrange and when

A Liberation Festival needs more than a program and a few tables. You need to confirm the date and location, check permits and insurance, coordinate musicians and suppliers, and give volunteers clear instructions. This checklist follows the work from early planning through the final shopping, setup and equipment checks. Pay particular attention to power, sound, weather protection, dietary requirements and chilled drinks: these are easy to leave until the last 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
Check permits
2 people
Check insurance
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Compile program
3 people
Confirm musicians
2 people
Make reservations
2 people
Confirm suppliers
2 people
Work out the floor plan
2 people
Assign volunteers
2 people
Print the run sheet
Send directions
Check power outlets
2 people
Test sound equipment
2 people
Count inventory
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Buy snacks
2 people
Wash vegetables
2 people
Portion sauces
2 people
Set out tableware
2 people
Distribute volunteer instructions
2 people
Inspect the site
2 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
4 people
Set up stage sections
4 people
Connect the sound system
3 people
Test microphones
2 people
Hang lighting
3 people
Secure power cables
2 people
Hang decorations
3 people
Place flags
3 people
Set up the bar
3 people
Set up the buffet
3 people
Display snacks
3 people
Set up information table
2 people
Place waste stations
2 people
Check toilets
2 people
Set out first aid kit
Hang up the program
2 people
Perform final sound check
2 people

Event

Open the doors and entrance
3 people
Welcome visitors
4 people
Explain the program
Guide music program
2 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill buffet
3 people
Serve diet meals
2 people
Empty trash bins
2 people
Restock toilets
Keep tables clean
2 people
Supervise the photo corner
Supervise children's activities
3 people
Operate the light show
Announce the final round
See visitors out
3 people
Close the bar
3 people

Aftercare

Turn off the sound equipment
2 people
Store food safely
3 people
Clear away drinks
2 people
Collect tableware
4 people
Collect waste
4 people
Sweep the grounds
3 people
Wipe down tables and chairs
3 people
Dismantle equipment
3 people
Remove decorations
3 people
Take down tents
6 people
Clean the venue
4 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 100
Beer tablesqty 8
Bar stoolsqty 12
Blanketsqty 12
Stage sectionsqty 6
Clothes racksqty 2

Tableware

Glassesqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 6

Catering

Coolersqty 6
Ice containersqty 4
Drink cratesqty 12
Chafing dishesqty 4
Buffet traysqty 8
Serving tongsqty 10
Bar matsqty 3
Water jugsqty 8
Groceries

Equipment

Active speakersqty 2
Mixer
Microphonesqty 3
Microphone standsqty 3
Speaker cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Laptop

Lighting

LED spotlightsqty 8
String lightsqty 10
Outdoor lightsqty 6
Spare batteriesqty 24

Decorations

Dutch flagsqty 12
Liberation flagsqty 8
Buntingqty 12
Balloonsqty 150
Table décorqty 12
Program postersqty 10
Information boardsqty 6

Kitchen

Cutting boardsqty 6
Chefs' fairqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Frying pansqty 2
Hot platesqty 4
Bottle openersqty 6
Corkscrewsqty 3

Cleaning

Vacuum cleaner
Broom setsqty 4
Mopsqty 3
Bucketsqty 4
Waste binsqty 12
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 4
Cable matsqty 12
Flashlightsqty 6

Other

Clipboardsqty 4
Pensqty 20
Walkie-talkiesqty 6
Power banksqty 4
Party tent weightsqty 16

Tips

Start with the date, location, permits and insurance before sending invitations. Allow at least several weeks for approvals, and do not publish the final program until the venue and key suppliers are confirmed.
Build the program around confirmed musicians, then prepare a run sheet with set times, sound checks, volunteer shifts and contact details. Print copies for the event team rather than relying on one phone.
Draw the floor plan before ordering or collecting furniture. Mark the stage, tents, tables, chairs, bar area, buffet, clothes racks and clear routes so you can spot missing space before setup day.
Test the mixer, active speakers, microphones, stands and speaker cables at the venue, not just at home. Check every power outlet and bring the equipment together early enough to solve cable or connection problems.
Finish food and drink preparation in stages: shop before the event, chill drinks ahead of opening, and wash or portion vegetables and sauces before volunteers arrive. Count glasses, cups, plates, cutlery, serving items and coffee equipment twice—once during packing and once during setup.

Frequently asked questions

How far in advance should I start planning a Liberation Festival?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, location, permits, insurance, invitations, registrations, musicians and suppliers; leave the final 7 days for confirmations, shopping and volunteer instructions.
When should I send Liberation Festival invitations?: Send the first invitations as soon as the date and location are confirmed, ideally 4 to 6 weeks before the festival. Set a registration deadline about 10 days before the event so you can collect dietary requirements and plan food.
When should drinks be chilled for a Liberation Festival?: Chill the drinks the day before wherever possible, then top up coolers and ice containers on the event day. Count drink crates before chilling so you know what is ready and what still needs to be bought.
How do I prepare sound equipment for a Liberation Festival?: Test the mixer, active speakers, microphones, stands and cables at least 1 day before the festival, then repeat a short sound check during setup. Check power outlets before connecting anything and keep the final setup time on the printed run sheet.

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.