Literature Festival Checklist and Planning Guide

A literature festival depends on more than a strong author line-up. You need a recorded programme, confirmed speakers, suitable room layouts, working microphones, clear registration and enough volunteers to keep sessions moving. Start with the venue and programme, then arrange authors, catering and equipment before printing materials and preparing the rooms. This checklist follows the practical work from early planning through the final venue setup, including details that 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

Record the program and authors
2 people
Reserve the venue and room layout
2 people
Confirm authors and speakers
2 people
Send invitations
2 people
Publish festival online
Process registrations
2 people
Collect dietary requirements
Book author transport
Book catering
Reserve equipment and microphones
Assign volunteers
2 people
Have program brochures printed
Make name badges
2 people
Collect author information
Set up the book table
2 people
Print read-aloud texts
Print route and room signs
Prepare public registration
2 people
Do the catering shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Prepare the author welcome pack
Check the halls and toilets
2 people
Set up chairs per hall
4 people
Set up tables for reception
2 people
Set up book table
2 people
Set up registration desk
2 people
Hang up route signs
2 people
Hang up decorations
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Test presentations
Set up lighting in reading areas
2 people
Set up coffee and tea station
2 people
Prepare snacks
3 people
Put out program brochures
2 people
Lay out name badges

Event

Welcome authors
2 people
Guide speakers to the rooms
2 people
Register visitors
3 people
Hand out program brochures
2 people
Give the opening speech
Host lectures
3 people
Guide the reading sessions
3 people
Moderate panel discussions
3 people
Collect audience questions
2 people
Staff the book table
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Check the rooms in between
2 people
Communicate schedule changes
Assist with author photos
Play break music
Deliver closing remarks
Guide visitors to the exit
2 people
See off authors
2 people
Close the books and cash register
2 people

Aftercare

Wash dishes
3 people
Clean up catering
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Clean the rooms
3 people
Clean the restrooms
2 people
Collect lost and found items
Return materials
3 people
Return borrowed equipment
2 people
Store leftover catering
2 people
Return venue keys
Store photo and video files
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 18
Speaker chairsqty 12
Speaker tablesqty 6
Book tablesqty 3
Coat racksqty 2
Stoolsqty 8

Equipment

Active speakersqty 4
Wireless microphonesqty 6
Microphone standsqty 6
Mixerqty 2
Laptopqty 2
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 10
Power stripsqty 8
Cable traysqty 12
USB sticksqty 4

Lighting

LED work lightsqty 8
Atmosphere lightsqty 12
Light standsqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 100
Platesqty 220
Cutlery setsqty 220
Serving traysqty 12
Thermos flasksqty 8

Kitchen

Kettlesqty 4
Coffee machinesqty 3
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Storage binsqty 12
Pliersqty 8

Decorations

Book flagsqty 20
Table runnersqty 12
Book standsqty 20
Photo wallsqty 2
Plantsqty 12

Registration

Registration formsqty 220
Name badge holdersqty 220
Pensqty 40
Cash boxesqty 2
Wristbandsqty 220
Clipboardsqty 10

Paper goods

Program leafletsqty 250
Directional signsqty 30
Speaker cardsqty 30
Tapeqty 8
Scissorsqty 6
Markersqty 12

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Record the programme, authors and room assignments before publishing the festival online. Leave time for changes, then print brochures only after speakers and session times are confirmed.
Ask for dietary requirements when registrations open, not during the final week. Give the caterer a final headcount and meal information at least 3 days before the event.
Test every wireless microphone, active speaker, mixer, projector and laptop in the actual halls. Do this at least 2 hours before the first session, with extension cords and cable trays ready.
Prepare author welcome packs, name badges and route signs before volunteers arrive. Put room signs at decision points, not only on the doors, so visitors can find sessions without asking at reception.
Set up the book table, reception tables, chairs and speaker furniture before the audience enters. Chill drinks and check coffee machines, kettles, cups and serving trays during the final venue check.

Frequently asked questions

How far in advance should I organise a literature festival?: Start venue and programme planning at least 3 to 6 months ahead. Confirm authors and speakers before you publish the full programme, then open registration once the main schedule is stable.
When should I confirm authors for a literature festival?: Aim to confirm the core author line-up 8 to 12 weeks before the festival. Reconfirm travel, session times, technical needs and author information 7 days before the event.
How many microphones do I need for a literature festival?: Plan one working microphone per speaker position, plus at least one spare for a busy session. Test the microphones, stands, mixer and speakers in each hall at least 2 hours before opening.
When should I order catering for a literature festival?: Book catering once registrations give you a reliable estimate, ideally 2 to 4 weeks before the event. Send the final number of meals, drinks and dietary requirements at least 3 days in advance.

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.