Municipal festival checklist: what to arrange and when

A municipal festival depends on more than a programme and a public invitation. You need enough time to secure permits and insurance, confirm performers and suppliers, recruit volunteers, and publish practical access information. This checklist takes you from the first date and venue decisions to weather checks, deliveries, food service, sound equipment and clearing the site. Start with the fixed deadlines, then work forward to the details that are easy to leave until the final 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

Confirm date and location
2 people
Compile program
3 people
Check permits
2 people
Check insurance
Reserve suppliers
2 people
Confirm performers
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Publish the program online
2 people
Share route and accessibility information
Create floor plan
2 people
Check power outlets
2 people
Confirm delivery times
Monitor the weather forecast
Order groceries
2 people
Check materials
3 people
Prepare name badges
2 people
Print the run sheet
Pick up groceries
3 people
Chill drinks
3 people
Prepare snacks
4 people
Clear the venue
4 people
Build party tents
6 people
Mark the stage area
3 people
Set up tables
4 people
Set up chairs
4 people
Set up buffets
4 people
Set up coffee station
2 people
Set up drink station
3 people
Connect sound equipment
2 people
Test microphones
2 people
Connect lighting
2 people
Hang decorations
4 people
Put up directional signs
2 people
Lay out program brochures
2 people
Set up the registration table
2 people
Brief volunteers
4 people
Receive deliveries
3 people
Conduct final safety check
3 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Hand out program brochures
2 people
Supervise children's activities
4 people
Staff the information stand
2 people
Give the opening speech
2 people
Announce performances
Serve coffee and tea
2 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets
2 people
Clear tables during the event
3 people
Welcome performers
2 people
Run the tech between performances
2 people
Answer audience questions
2 people
Announce the final program
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Chill perishable leftovers
2 people
Collect tableware
4 people
Collect waste
4 people
Clear tables and chairs
6 people
Take down party tents
6 people
Remove decorations
3 people
Dismantle Sound Equipment
2 people
Dismantle lighting
2 people
Sweep the venue
4 people
Clean the restrooms
2 people
Empty the coolers
2 people
Distribute leftover food
2 people
Inventory materials
2 people
Return borrowed materials
3 people
Take waste to the collection point
2 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Buffet tablesqty 6
High tablesqty 8
Tablecloth coversqty 18
Crowd control barriersqty 12
Coat racksqty 4

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Coffee cupsqty 100
Water glassesqty 100
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 10

Equipment

Portable speakersqty 2
Microphonesqty 3
Microphone standsqty 3
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Coolersqty 6
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 2
Handheld megaphone
Timersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 4
Mixing bowlsqty 6
Pliersqty 10
Serving spoonsqty 10
Cooling matsqty 12
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloon archesqty 4
Municipal bannersqty 6
Table décorqty 18
Name badgesqty 80
Badge holdersqty 80
Wayfinding signsqty 12
Program standsqty 6

Lighting

LED string lightsqty 10
LED work lightsqty 6
Flashlightsqty 6
Spare batteriesqty 24

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Sports equipment

Game matsqty 6
Conesqty 24
Soft ballsqty 12
Hoopsqty 10
Skipping ropesqty 10
Game cardsqty 6

Safety

First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6
Fire extinguishersqty 4
Cable matsqty 12
Conesqty 20

Registration

Registration tablesqty 2
Clipboardsqty 8
Ballpoint pensqty 30
Attendance listsqty 10
Program bookletsqty 250
Wristbandsqty 250

Catering

Groceries

Tips

Start with the date, location, permits and insurance. Allow at least 8–12 weeks for approvals and supplier bookings if the festival is open to the public.
Build the programme before publishing invitations. Once registrations open, collect dietary requirements and accessibility needs so catering, seating and route information can be adjusted in time.
Assign volunteers by shift rather than only making a general roster. Cover registration, information, catering, performer support and closing duties, with at least one named backup for each area.
Check the site plan against the equipment list before delivery day. Mark power outlets, cable routes, speaker and microphone positions, tables, barriers, tents and accessible routes; confirm every delivery time in writing.
Print the run sheet and prepare name badges before setup begins. Keep chilled drinks, snacks, reusable tableware and serving equipment together, and check the weather forecast at least 48 hours before the festival.

Frequently asked questions

How far in advance should I plan a municipal festival?: Begin at least 8–12 weeks before the event. Use the first two weeks to confirm the date and location, check permits and insurance, and reserve key suppliers and performers.
When should I publish the municipal festival programme?: Publish the programme as soon as the main performers, timings and location are confirmed, ideally 3–4 weeks before the festival. Include the route, accessibility information and registration details in the same update.
How many volunteers do I need for a municipal festival?: Plan one volunteer for each active duty station per shift, plus 10–15% as cover for breaks and absences. Assign separate coverage for registration, information, catering, performer support and clearing the venue.
When should I check the weather for the festival?: Start monitoring the forecast 7 days ahead, then make the operational decision 48 hours before opening. At that point, confirm tents, sheltered areas, power protection, programme changes and supplier delivery arrangements.

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