Literature Festival Checklist

A literature festival depends on many small handovers: speakers need confirming, sessions need fitting into a workable programme, and technical checks must happen before the first audience arrives. Start by setting the date, venue and room layout, then build the programme around confirmed authors and speakers. In the final week, close registrations, collect dietary requirements, print the run sheet and prepare badges and brochures. On the day, allow time to open the venue, receive deliveries and check every room before guests arrive.

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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

Set festival date and times
2 people
Confirm the venue and room layout
2 people
Reach Out to Authors and Speakers
2 people
Assemble Program Sections
3 people
Confirm speakers final
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Arrange the book table and sales
2 people
Reserve technical supplies
2 people
Post promotion on social media
Publish the program online
Schedule volunteers
2 people
Collect speaker information
Print the run sheet and contact list
Make name badges for speakers
Compile program brochures
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up fresh catering
2 people
Open venue
2 people
Receive deliveries
2 people
Check rooms
2 people
Set up tables and chairs
5 people
Set up registration desk
2 people
Set up book table
2 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Test Presentation Laptops
2 people
Set up lighting and signage
3 people
Lay out program brochures
2 people

Event

Welcome speakers
2 people
Provide the speaker briefing
2 people
Register visitors
3 people
Direct visitors to halls
2 people
Open the festival
Moderate the author interview
2 people
Lead the reading session
2 people
Serve break drinks
3 people
Refill drinks
2 people
Staff the book table
2 people
Facilitate the workshop
2 people
Replenish the catering buffet
2 people
Serve dinner
4 people
Support the poetry performance
2 people
Collect audience questions
Run technical support during the program
2 people
Check toilets periodically
Remove waste regularly
2 people
Deliver closing remarks
Guide visitors to the exit
2 people

Aftercare

Collect lost and found items
2 people
Clean up catering
3 people
Wash dishes
3 people
Dismantle the book table
2 people
Clear tables and chairs
5 people
Power Down and Pack Up Equipment
2 people
Remove decorations
2 people
Sort and dispose of waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Clear away leftover catering
2 people
Deliver speaker gifts
Send visitor email
Archive photos and materials

What to bring

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

Furniture

Tablesqty 14
Chairsqty 180
High tablesqty 8
Tableclothsqty 16
Dressing room racksqty 2
Coat racksqty 4

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Speakersqty 2
Mixer
Presentation laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 120
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving boardsqty 12
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4

Decorations

Program postersqty 12
Welcome signqty 2
Name badgesqty 30
Chalkboardsqty 8
Buntingqty 12
Book table decorationqty 8

Lighting

String lightsqty 8
LED lightsqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm authors and speakers before publishing the programme. Collect their biographies, session details, arrival times and technical needs in one shared list, then use the final information for badges, brochures and the online programme.
Work backwards from the first session. Finish registrations and dietary requirements several days before catering is booked, and print the run sheet and contact list no later than the day before the festival.
Test each presentation setup with the actual laptop, projector, HDMI cable and USB-C adapter. Check wireless microphones, stands, speakers, mixer, extension cords and power strips in every room before doors open.
Treat the book table as its own station. Confirm who handles sales, provide tables and tablecloths, and place serving boards or platters, tongs and other catering items separately so book sales do not compete with refreshments.
Schedule volunteers in shifts rather than asking everyone to cover the whole day. Assign named people to registration, speaker support, room checks, deliveries, the book table and closing tasks, with at least one contact person listed on the printed run sheet.

Frequently asked questions

How far in advance should I organise a literature festival?: Start at least 8 to 12 weeks before the festival. Set the date and venue first, then confirm speakers, assemble the programme and arrange catering, equipment and volunteers in that order.
When should I confirm literature festival speakers?: Aim to have the final speaker list confirmed at least 3 weeks before the event. This gives you time to collect speaker information, publish the programme, design invitations and prepare name badges and brochures.
How many microphones do I need for a literature festival?: Plan one working microphone for each person speaking at the same time, plus one spare if the programme includes several rooms or audience questions. Test every microphone with its stand, mixer and speakers before opening.
When should I collect dietary requirements for a literature festival?: Ask for dietary requirements during registration and close the list at least 5 days before the festival. Send the final numbers to the caterer before booking or confirming the food, including requirements for speakers and volunteers.

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