Music and Dance Festival Planning Checklist

A music and dance festival involves more than booking performers and setting up speakers. You need a workable programme, confirmed permissions, volunteer cover, reliable power and a clear plan for registrations, catering and payments. Use this checklist to organise the work in the right order, from confirming the venue to printing the run sheet. It also helps prevent common last-minute problems, such as missing dietary information, untested payment terminals or cables crossing the dance floor.

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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
Contact performers
2 people
Confirm performances
2 people
Gather music files
2 people
Plan dance workshops
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
2 people
Check permissions
2 people
Create a contact list
Print the run sheet
Create floor plan
2 people
Make information signs
2 people
Sort wristbands
2 people
Prepare the cash register
2 people
Test payment terminals
2 people
Do the shopping
4 people
Store drinks refrigerated
3 people
Prepare snacks
4 people
Set up catering station
3 people
Set out first aid supplies
2 people
Clear emergency exits
2 people
Inspect the grounds
3 people
Check the stage floor
2 people
Set up tables
4 people
Set up chairs
4 people
Lay the dance floor
4 people
Set up party tents
4 people
Set up stage sections
5 people
Connect the sound system
4 people
Test microphones
2 people
Connect the lighting system
3 people
Secure power outlets
3 people
Hang decorations
4 people
Put up directional signs
2 people
Place waste stations
2 people
Check toilets
2 people
Set up the cloakroom
3 people

Event

Welcome performers
2 people
Welcome visitors
4 people
Hand out wristbands
3 people
Explain the program
Announce performances
Play music
2 people
Monitor sound level
Operate lighting
Lead dance workshops
3 people
Assist performers
2 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
3 people
Serve coffee and tea
2 people
Keep catering tables clean
2 people
Collect waste
3 people
Check toilets
2 people
Manage the cloakroom
2 people
Staff first aid point
2 people
Answer audience questions
2 people
Announce schedule changes
Support the final performance
2 people
Guide visitors to the exit
3 people
Manage coat check
2 people
Turn off the music

Aftercare

Switch off equipment
3 people
Remove decorations
4 people
Take down tables
4 people
Stack chairs
4 people
Dismantle the dance floor
4 people
Dismantle the stage
5 people
Pack audio equipment
4 people
Pack lighting equipment
3 people
Store leftover food
2 people
Sort waste
3 people
Wash dishes
3 people
Clean the catering area
3 people
Clean the restrooms
2 people
Clean the grounds
5 people
Clear the cloakroom
2 people
Gather borrowed items
3 people
Check materials
2 people
Return materials
3 people
Lock up the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 12
Chairsqty 80
Bar stoolsqty 12
Coat racksqty 3
Coat hangersqty 300
Foldable tablesqty 4
Stage sectionsqty 12
Dance floor panelsqty 20

Tableware

Reusable drinking glassesqty 350
Coffee cupsqty 100
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 4
Microphone standsqty 4
Music laptop
Audio interfacesqty 2
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Spare batteriesqty 24
Cable tiesqty 100

Lighting

LED spotlightsqty 8
String lightsqty 6
Light standsqty 4
Flashlightsqty 6

Decorations

Buntingqty 12
Balloonsqty 300
Balloon pumpqty 2
Stage drapesqty 4
Tableclothsqty 12
Directional signsqty 12
Program standsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 8
Ice containersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Measuring cupsqty 4
Aluminum traysqty 20
Food storage containersqty 20
Bottle openersqty 6
Corkscrewsqty 3
Serving bowlsqty 20

Catering

Cash boxesqty 2
Payment terminalsqty 3
Wristbandsqty 400
Receipt rollsqty 6
Napkinsqty 1000
Strawsqty 400
Disposable glovesqty 400
Food labelsqty 200
Allergen cardsqty 50
Groceries

Cleaning

Waste binsqty 12
Mop setsqty 4
Bucketsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning clothsqty 30
Toilet brushesqty 4
Hand soap dispensersqty 6
Disinfecting gelqty 6

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 4
Traffic conesqty 12
Fire extinguishersqty 4
Emergency lightsqty 4

Communication

Walkie-talkiesqty 8
Power banksqty 8
Run-of-show foldersqty 8
Pensqty 30
Notepadsqty 12

Tips

Confirm the date and location before contacting performers, then allow time to compile the programme and confirm every performance in writing. Keep one contact list with arrival times, technical needs and emergency numbers.
Plan volunteer cover by assigning specific shifts and responsibilities rather than asking for general help. Make sure someone is responsible for registrations, wristbands, performers, catering, payments and first aid during each key period.
Test the complete audio and lighting setup before guests arrive, including the mixer, microphones, music laptop, audio interfaces, speakers, LED spotlights and spare batteries. Route extension cords through cable trays and secure loose sections with cable ties.
Process registrations early enough to collect dietary requirements and make catering reservations before shopping. Refrigerate drinks as soon as they arrive, and set up the catering station with serving platters, trays, spoons and clearly separated cups, plates and cutlery.
Print the run sheet, floor plan, information signs and contact list before setup day. Mark the stage, dance floor, bar, coat area, seating and first-aid supplies so volunteers can work from the same layout.

Frequently asked questions

How far in advance should I organise a music and dance festival?: Start at least 8 to 12 weeks before the festival. Confirm the date, location and permissions first, then book performers, build the programme and open registrations. Leave the final 7 days for confirmations, shopping, printing and equipment checks.
How many volunteers do I need for a music and dance festival?: Plan at least 1 volunteer for each active area per shift: registrations, performer support, catering, payments, floor supervision and first aid. For a small festival, that usually means 6 to 8 people per busy shift, plus someone coordinating the whole event.
When should I test the music and lighting equipment?: Complete a full test at least 24 hours before the festival if possible, and repeat a short sound and lighting check on the day. Test every microphone, speaker, cable, power strip, spotlight and payment-related power connection rather than checking only the main system.
How much food and drink should I prepare for a music and dance festival?: Use the confirmed registration count and dietary requirements as your base, then prepare about 10% extra portions for unexpected guests or larger appetites. For drinks, plan roughly 2 to 3 per person for the first hour and keep the stock refrigerated until setup.

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