Metal Festival Planning Checklist

A metal festival needs more than a stage and a lineup. You have to lock in the date and site, handle permits, confirm artist contracts and transport, and coordinate sound, lighting, security, first aid, catering, and staff. This checklist takes you from the first confirmations to the final weather and stock checks. It also covers details that are easy to leave too late, such as technical riders, dietary requirements, wristbands, printed plans, and artist catering.

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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
Apply for permits
2 people
Confirm artist contracts
2 people
Reserve artist transport
Book catering
2 people
Reserve sound system
2 people
Reserve lighting set
2 people
Reserve security
2 people
Reserve first aid coverage
Compile program
3 people
Create festival name and brand identity
2 people
Publish web page
2 people
Send invitations
3 people
Announce on social media
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect artist information
2 people
Print the run sheet
2 people
Print floor plan
2 people
Order wristbands
Assign staff
2 people
Plan artist catering
2 people
Check bar stock
2 people
Check the technical rider
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
4 people
Fill coolers
3 people
Bring materials to the venue
4 people
Cordon off the area
4 people
Build the stage and canopy
6 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power supply
3 people
Set up tables and chairs
4 people
Set up the bar
4 people
Set up backstage
3 people
Set up the merch table
2 people
Hang up decorations
3 people
Set up access control
3 people
Set up the first aid station
2 people
Check toilets
2 people

Event

Welcome performers
3 people
Guide the soundcheck
3 people
Open the cash desk and entrance
4 people
Welcome visitors
6 people
Hand out wristbands
3 people
Support the first performance
3 people
Serve snacks
4 people
Serve drinks
5 people
Refill drinks
3 people
Restock bar supplies
2 people
Swap performances
4 people
Inform the audience
2 people
Sell merchandise
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Support the final performance
3 people
Guide the exit flow
5 people

Aftercare

Close the register
2 people
Turn off the sound equipment
3 people
Store bar stock safely
3 people
Dismantle the stage and grounds
6 people
Collect furniture
4 people
Remove decorations
3 people
Sort and dispose of waste
4 people
Wash dishes
3 people
Clean the grounds
5 people
Final cleaning of the toilets
2 people
Return materials
4 people
Return sound system
2 people
Return lighting set
2 people
Collect lost and found items
2 people
Settle up with vendors
2 people
Pay performers
2 people
Store leftover stock
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 10
Benchesqty 12
Bar matsqty 3
Folding chairsqty 40
Party tentsqty 4
Stage sectionsqty 12
Back wall panelsqty 4

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Coffee cupsqty 100
Platesqty 300
Cutlery setsqty 300

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar amplifiersqty 4
Bass amplifiersqty 2
Drum kit
Monitorsqty 4
XLR cablesqty 20
Jack cablesqty 16
Cable traysqty 12
Cable reelsqty 8
Coolersqty 8
Refrigeratorsqty 3
Cash registersqty 2
Card machinesqty 3
Walkie-talkiesqty 10
Extension cordsqty 12

Lighting

LED spotlightsqty 12
Light barsqty 4
Light standsqty 4
Mood lightingqty 8
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Bannersqty 6
Directional signsqty 12
Stage drapesqty 4
Wristbandsqty 400

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Pitchersqty 6
Thermos flasksqty 4
Cooler cratesqty 8

Catering

Groceries

Cleaning

Waste binsqty 20
Waste sorting binsqty 6
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd barriersqty 20
Fire extinguishersqty 6
Emergency lightsqty 6
Flashlight batteriesqty 24

Office

Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 2
Tapeqty 8
Markersqty 12
Lanyardsqty 40
Name badgesqty 40
Receipt rollsqty 12

Other

Tool casesqty 3
Hand trucksqty 2
Ratchet strapsqty 12
Cable tiesqty 500
Duct tapeqty 8
Umbrellasqty 6

Tips

Start with the date, location, permits, and artist contracts before publishing the festival page. Allow several weeks for approvals and keep written confirmation for every booking.
Review each artist’s technical rider before reserving the sound system, microphones, amplifiers, monitors, DI boxes, cables, and drum equipment. Resolve missing or incompatible gear before the production team arrives.
Collect dietary requirements and artist information during registration, then confirm artist catering at least 7 days before the festival. Include meal timing in the run sheet so performers and crew are not served during changeovers.
Assign staff to clear areas such as registration, bar, stage, artist support, and safety. Print the run sheet and floor plan, and prepare wristbands before doors open so staff are not improvising at check-in.
Check bar stock, reusable cups, furniture, tents, stage sections, lighting, and cable protection during the final week. Check the weather forecast 48 hours before the event and confirm whether tents, benches, and outdoor equipment need repositioning.

Frequently asked questions

How far in advance should I organize a metal festival?: Start planning at least 6 to 12 months ahead, especially if you need permits, several artists, specialist production, security, and first aid. Confirm the date and location first, then move to contracts and suppliers.
When should I book sound and lighting for a metal festival?: Reserve sound and lighting as soon as the date and venue are confirmed, ideally 3 to 6 months before the festival. Send the technical riders to the supplier before finalizing PA speakers, subwoofers, monitors, amplifiers, microphones, and lighting.
How many staff do I need for a metal festival?: There is no fixed number without the expected attendance and site layout, but assign named people to registration, the bar, stage operations, artist support, and safety at least 2 weeks beforehand. Add a written handover for every shift.
When should I check the weather for an outdoor metal festival?: Check the forecast 7 days before the festival for planning, again 48 hours before for operational decisions, and once more on the event morning. Use those checks to confirm tents, furniture placement, cables, lighting stands, and access routes.

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.