Literature Festival Checklist

A literature festival depends on more than a finished programme. You need confirmed authors, suitable rooms, working microphones, clear registration data and a realistic running order. Start with the venue, permissions and speaker confirmations, then move to promotion and registrations. In the final week, check the programme booklets, name badges, book table, catering labels, access arrangements and every cable needed for the sessions.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Finalize the program
2 people
Confirm authors and speakers
2 people
Reserve the venue and rooms
Check permits
Check insurance
Send invitations
2 people
Publish festival online
2 people
Open the registration form
Send press release
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Collect author information
2 people
Create final participant list
2 people
Prepare name badges
2 people
Print the program booklets
2 people
Prepare route signs
2 people
Set up the book table
2 people
Prepare authors' books
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Label catering portions
2 people
Test the equipment
2 people
Arrange keys and access

Event

Open venue
2 people
Check the halls
2 people
Set up tables and chairs
4 people
Set up the stage and speaking area
3 people
Set up sound system
2 people
Connect microphones
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up book table
2 people
Build the catering buffet
3 people
Set up coffee station
2 people
Set up registration desk
2 people
Lay out program brochures
Welcome authors
2 people
Brief speakers briefly
2 people
Brief volunteers
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Give the opening speech
Lead program segments
3 people
Announce the speakers
Manage microphones
Staff the book table
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Arrange breaks for volunteers
Support the evening program
3 people
Deliver the closing speech
See visitors out
3 people
Have guest books signed
Settle the Book Table
2 people

Aftercare

Switch off equipment
2 people
Clean up catering
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Gather borrowed items
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover catering
2 people
Archive unused printed materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Bar stoolsqty 8
Tableclothsqty 12
Bookshelvesqty 3
Changing room rackqty 2
Lecternqty 2
Stage sectionsqty 6
Stoolsqty 6

Tableware

Glassesqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Forksqty 150
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving boardsqty 10
Small bowlsqty 20
Carafesqty 12

Equipment

Speakersqty 2
Mixer
Wireless microphonesqty 4
Microphone standsqty 3
DI box
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 12
Light standsqty 4

Decorations

Festival Flagsqty 20
Book postersqty 15
Table décorqty 12
Name badgesqty 30
Guest booksqty 2
Photo backdrop

Catering

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Serving traysqty 12
Drink dispensersqty 4
Bottle openersqty 4
Ice packsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Cleaning

Mop setsqty 2
Bucketsqty 4
Dustpan and brushqty 3
Waste binsqty 8
Hand broomsqty 3

Registration

Registration desk
Cash register
Payment terminal
Badge holdersqty 120
Pensqty 20
Clipboardsqty 4
Program leafletsqty 130
Route signsqty 12
Wristbandsqty 130

Groceries

Groceries

Tips

Lock the programme before sending invitations, then confirm each author and speaker in writing. Include session times, room assignments, arrival details and any technical requirements.
Open registration as soon as the online festival information is published. Keep one current participant list and collect dietary requirements before ordering or preparing snacks and drinks.
Test the mixer, speakers, wireless microphones, microphone stands, laptop, HDMI cables and DI box at least one day before the festival. Pack extension cords, power strips and power banks with the equipment rather than looking for them on site.
Prepare the audience-facing materials together: print the programme booklets, make name badges and place route signs from the entrance to each room. Count these against the final participant and speaker list.
Set up the book table before doors open, with bookshelves, tables and the authors’ books ready. Chill drinks and label catering portions in advance so volunteers are not deciding what belongs where during the first session.

Frequently asked questions

How far in advance should I organise a literature festival?: Allow at least 8 to 12 weeks for a small literature festival. Use the first weeks to reserve the venue, confirm authors and speakers, check permits and insurance, and finalise the programme before promotion starts.
When should I send invitations and open literature festival registration?: Send invitations and open the registration form once the programme and main speakers are confirmed, ideally 6 to 8 weeks before the festival. Publish the event online at the same time so registrations and press coverage point to the same information.
When should I print literature festival programmes and name badges?: Create the final participant list and print programme booklets and name badges 2 to 3 days before the event. This leaves time to correct spelling, late registrations and speaker changes without printing everything weeks in advance.
When should I test the sound equipment for a literature festival?: Test the speakers, mixer, microphones, laptop and connection cables at least 24 hours before the first session. Repeat a short sound check when the room is set up, because stage sections, lecterns and audience seating can change the sound.

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.