Mural festival checklist: what to arrange and when

A mural festival needs more than artists and paint. You have to secure the walls, confirm permissions, plan workshops, manage registrations and prepare safe work zones before anyone opens a paint tin. This checklist covers the full run-up, from fixing the date and briefing artists to checking deliveries, power and the weather. It also includes the details that are easy to leave until the last day, such as name badges, participant lists, waste collection and shelter.

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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 the festival date and location
2 people
Apply for permits and notifications
2 people
Contact wall owners
2 people
Invite artists
2 people
Set the program and workshops
3 people
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Send artist briefing
Place the materials order
2 people
Order catering
2 people
Arrange waste collection
Check power outlets
2 people
Check the weather forecast
Do the shopping
3 people
Check deliveries
2 people
Sort paint and materials
3 people
Prepare name badges
2 people
Print participant lists
Mark out work zones
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up barriers
3 people
Mask off walls
4 people
Clean surfaces
4 people
Set out paint and brushes
4 people
Lay protective film
3 people
Hang up information signs
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Fill coolers
2 people
Conduct a safety check
2 people

Event

Welcome the artists
3 people
Register visitors
3 people
Explain the opening
Assign workshop participants
2 people
Explain wall designs
4 people
Apply primer
5 people
Paint walls
12 people
Lead the workshops
6 people
Inform the audience
2 people
Guide photo moments
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Replenish paint supplies
2 people
Clean brushes and rollers
3 people
Keep work zones safe
3 people
Empty trash bins
2 people
Photograph the final results
2 people
Announce the closing
Guide visitors to the exit
2 people

Aftercare

Store paint leftovers safely
3 people
Collect materials
5 people
Take down tables and chairs
5 people
Take down party tents
6 people
Remove barricades
3 people
Sort and dispose of waste
4 people
Clean the venue
5 people
Wash tableware and equipment
3 people
Remove the protective film
3 people
Return borrowed materials
2 people
Store leftover paint
2 people
Dispose of paint leftovers
2 people
Archive photo material
Send thank-you message
Record damage and missing items
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 80
Bar stoolsqty 8
Waste binsqty 8
Clothes racksqty 2

Equipment

Extension cordsqty 12
Power stripsqty 8
Cordless screwdriversqty 3
Work lightsqty 6
Portable speakersqty 2
Power banksqty 4
Laddersqty 4
Mobile scaffoldingqty 2

Painting supplies

White acrylic paintqty 20
Black acrylic paintqty 10
Red acrylic paintqty 8
Yellow acrylic paintqty 8
Blue acrylic paintqty 8
Green acrylic paintqty 8
Orange acrylic paintqty 6
Purple acrylic paintqty 6
Wall primerqty 12
Small brushesqty 30
Large paintbrushesqty 20
Paint rollersqty 20
Paint traysqty 20
Mixing cupsqty 40
Mixing sticksqty 30
Water sprayersqty 12
Pencil markersqty 20
Chalk markersqty 24
Spongesqty 20
Painter's glovesqty 100
Paint apronsqty 40
Buckets of waterqty 20
Water containersqty 6
Palletsqty 40
Sandpaperqty 40
Masking tapeqty 30
Paint sheetingqty 12
Tarpsqty 10
Paint scrapersqty 8
Caulking gunsqty 4
Acrylic sealantqty 12

Safety

Crowd control barriersqty 20
Warning signsqty 12
Safety vestsqty 12
Safety gogglesqty 40
Dust masksqty 60
Work glovesqty 30
First aid kitsqty 2
Flashlightsqty 6

Decorations

Festival bannersqty 8
Directional signsqty 12
Notice boardsqty 4
Buntingqty 10
Chalkboardsqty 6
Tableclothsqty 12

Registration

Name badgesqty 150
Badge holdersqty 150
Clipboardsqty 8
Pensqty 40
Markersqty 24
Printer paperqty 2
Wristbandsqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 6
Paring knivesqty 6
Scissorsqty 8
Serving plattersqty 20

Cleaning

Cleaning bucketsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Spongesqty 20
Microfiber clothsqty 30
Litter pickersqty 4

Lighting

String lightsqty 8
LED work lightsqty 6
Cable traysqty 12

Catering

Groceries

Tips

Start with the wall owners and permits before inviting artists. Confirm the date, location and approval for every mural site early enough to change the programme if a wall is unavailable.
Set a firm deadline for registrations and collect dietary requirements at the same time. Print the participant list and prepare name badges before event day rather than during check-in.
Order paint and equipment by counting work zones, artists and workshops separately. Check that you have extension cords, power strips, ladders or mobile scaffolding, and enough brushes, rollers and mixing containers for simultaneous use.
Plan for changing weather, not just rain. Check the forecast before the festival, build party tents where needed, and keep power banks, mobile speakers and lighting available if outdoor conditions affect the setup.
Treat setup as a timed sequence: check deliveries, sort paint and materials, mark work zones, place tables and chairs, then check outlets before artists arrive. Arrange waste collection in advance so paint containers and general rubbish do not build up around the walls.

Frequently asked questions

How far in advance should I organise a mural festival?: Start at least 8 to 12 weeks ahead. Permits, wall agreements, artist availability and workshop registrations can each take several weeks, so do not wait until the programme is final before contacting the relevant people.
What should I include in a mural festival materials checklist?: Include the paint colours, wall primer, small and large brushes, rollers, paint trays, mixing cups, mixing sticks and water sprayers. Also count access and power equipment such as ladders, mobile scaffolding, extension cords and power strips for each work area.
When should I check the weather for a mural festival?: Check it 7 days before the event to identify risks, then check again the day before and on the morning itself. Use those checks to confirm party tents, covered materials, work-zone placement and any changes needed to the programme.
How do I organise registration for a mural festival?: Publish the registration form once the date, location and programme are confirmed, ideally 4 to 6 weeks before the festival. Close registrations early enough to process participant details, collect dietary requirements, print lists and prepare badges before setup begins.

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