Medieval Festival Checklist

Organising a medieval festival means coordinating more than costumes and market stalls. You need permits, a venue, performers, volunteers, food service, power and a clear visitor route in place before setup day. Start with the programme and supplier bookings, then move through registrations, staffing and site planning. In the final week, check clothing, props, games, cash handling and signage, and leave enough time to inspect the site 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

Check permits
Reserve venue
Reserve suppliers
Finalize the program
2 people
Confirm performers
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Print the run sheet
Create floor plan
2 people
Design route signs
Make name badges
2 people
Prepare coins and cash registers
2 people
Check clothing and props
2 people
Check game materials
2 people
Do the shopping
3 people
Pick up drinks
2 people
Sort decorations
2 people
Prepare food
5 people
Fill coolers
2 people
Inspect the site
3 people
Check power outlets
2 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up the market stalls
6 people
Set up the stage area
4 people
Hang lighting
3 people
Hang decorations
4 people
Set Up Flags and Banners
3 people
Set out the game fields
3 people
Set up the information desk
2 people
Set up cash registers
2 people
Set up food stall
4 people
Chill drinks
2 people
Set up buffet
4 people
Display snacks
3 people
Test the equipment
2 people
Give volunteer briefing
3 people

Event

Welcome performers
2 people
Welcome visitors
4 people
Announce the program
Supervise children's activities
4 people
Supervise archery
3 people
Host medieval games
3 people
Facilitate craft demonstrations
3 people
Staff the market stalls
4 people
Serve welcome drinks
3 people
Serve lunch buffet
5 people
Refill drinks
3 people
Collect tableware
3 people
Guide the performances
2 people
Lead the knight tournament
4 people
Guide the storyteller
Serve dinner
6 people
Serve coffee and tea
2 people
Light torches
3 people
Support the evening performance
3 people
See visitors out
4 people
Close out the registers
2 people
Cover food and drinks
2 people

Aftercare

Collect waste
5 people
Wash dishes
4 people
Clear tables and chairs
6 people
Take down tents
6 people
Remove decorations
4 people
Clean the grounds
6 people
Pack equipment
3 people
Sort game equipment
3 people
Count inventory
2 people
Return borrowed items
2 people
Return rented items
2 people
Store leftovers refrigerated
2 people
Process the cash register takings
2 people
Collect invoices
Archive photos and files

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Beer tablesqty 18
Benchesqty 30
Chairsqty 80
Buffet tablesqty 6
Foldable tablesqty 4
Clothes racksqty 4

Equipment

Battery-powered speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Serving spoonsqty 10
Soup potsqty 4
Food warmersqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Aluminum foilqty 4

Tableware

Platesqty 300
Dessert platesqty 250
Drinking glassesqty 350
Coffee cupsqty 120
Knivesqty 300
Forksqty 300
Spoonsqty 250
Serving traysqty 12

Decorations

Medieval bannersqty 12
Flagsqty 20
Jute table runnersqty 20
Wooden shieldsqty 10
Wooden cratesqty 12
Wooden barrelsqty 6
Hay balesqty 20
Plastic torchesqty 16
Candlesticksqty 12
LED candlesqty 60
Artificial ivyqty 10
Wooden name signsqty 20

Lighting

LED string lightsqty 10
LED lanternsqty 20
Battery lampsqty 12

Sports equipment

Foam swordsqty 20
Foam shieldsqty 12
Archery bowsqty 6
Safety arrowsqty 60
Targetsqty 4
Hoopsqty 6
Wooden game piecesqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 8
Mopsqty 6
Spongesqty 12
Washing-up bowlsqty 4
Hand soap dispensersqty 8
Paper towelsqty 12
Toilet paperqty 48

Catering

Groceries

Tips

Book the venue, suppliers and performers before publishing the programme. Allow at least 6–8 weeks for permits and supplier confirmations if your festival includes amplified sound, food service or temporary structures.
Build the floor plan around the visitor route, not just the stalls. Mark entrances, food service, seating, tents, toilets and activity areas, then prepare route signs and a printed run sheet for volunteers.
Confirm dietary requirements when registrations are processed, ideally no later than 7 days before the festival. Use this information when planning portions, serving equipment, soup pots, food warmers and buffet tables.
Check power at the site at least 3 days before setup. Test extension cords, power strips, battery-powered speakers, microphones and rechargeable batteries together so sound equipment does not compete with catering equipment for outlets.
Prepare cash handling, clothing, props and game materials on the day before the festival. Count coins and cash registers, label clothes racks and pack each activity’s materials together instead of searching for them during opening hours.

Frequently asked questions

How far in advance should I plan a medieval festival?: Start at least 8–12 weeks ahead. Use the first weeks for permits, venue and supplier bookings, then confirm the programme, performers, registrations and volunteers before the final two weeks.
How many volunteers do I need for a medieval festival?: Plan at least 1 volunteer for every 25–30 visitors expected at busy times, plus separate people for registration, food, cash handling, activities and site support. Finalise assignments at least 7 days before the event.
When should I prepare food and drinks for a medieval festival?: Do the main shopping 1–2 days beforehand and pick up chilled drinks on the day or the evening before. Fill coolers shortly before opening, while hot food and thermos flasks should be prepared close enough to service time to remain safe and usable.
When should I set up tents and market stalls?: Inspect the site and check power at least 1 day before setup if possible. Set up tents, stalls, tables, seating, signs and sound equipment several hours before visitors arrive, leaving time for a full route and safety check.

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.