Music festival checklist: what to arrange and when

A music festival needs more than a performer list and a stage. This checklist takes you from confirming the date and venue to publishing the programme, preparing volunteers and checking every cable before doors open. It also covers the details that are easy to leave too late: performer contacts, dietary requirements, chilled drinks, deliveries, weather planning and safe power distribution. Work through the plan in order, then use the printed run sheet during the event.

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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
Check permits and notifications
2 people
Finalize the entertainment schedule
2 people
Contact performers
2 people
Schedule performances
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Make reservations
2 people
Publish the program
2 people
Assign volunteers
2 people
Print the run sheet
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Inspect venue
2 people
Receive deliveries
2 people
Cordon off the area
3 people
Build stage sections
4 people
Set up the tents
4 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power points
2 people
Cover cables safely
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up the buffet
3 people
Prepare snacks
4 people
Hang decorations
3 people
Place information signs
2 people
Place waste stations
2 people
Check toilets
2 people
Set up the entrance table
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Staff the entrance
3 people
Inform visitors
2 people
Announce the program
Support the first performance
3 people
Support the second performance
3 people
Guide the third performance
3 people
Support the fourth performance
3 people
Support the headliner
4 people
Guide the DJ set
3 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Clean toilets in between
2 people
Guide audience to the exit
2 people
See off the last visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Store food and drinks safely
3 people
Sort waste
3 people
Clean the grounds
5 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down tents
4 people
Dismantle the stage
4 people
Pack audio equipment
4 people
Pack lighting equipment
3 people
Count materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Beer tablesqty 10
Benchesqty 12
Chairsqty 80
Bar stoolsqty 8
Bar matsqty 2
Stage sectionsqty 12
Artist tableqty 2

Tableware

Reusable cupsqty 250
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Wine glassesqty 60
Serving plattersqty 20
Serving tongsqty 12

Equipment

Speakersqty 4
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Spotlightsqty 8
Light standsqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Cable tiesqty 100
Spare batteriesqty 24
Coolersqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
Work lightsqty 4
Flashlightsqty 6

Decorations

Festival Flagsqty 12
Balloon archesqty 3
Stage drapesqty 4
Directional signsqty 12
Name badgesqty 30

Kitchen

Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving spoonsqty 8
Ice packsqty 24

Cleaning

Waste binsqty 12
Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Spongesqty 12
Dish brushesqty 6
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Tips

Confirm permits, notifications and venue access before announcing the festival. Build the schedule only after the artists’ availability and technical requirements are confirmed.
Publish the programme after registrations and dietary requirements are processed. Keep a final printed run sheet for volunteers, performers and the person coordinating the day.
Plan setup as a sequence: inspect the site, receive deliveries, cordon off the area, assemble stage sections and tents, then place sound and lighting equipment.
Treat power and cables as a setup task, not a last-minute fix. Connect power points, use extension cords and power strips safely, and cover every cable crossing with cable trays or equivalent protection.
Check the weather forecast before shopping and again before setup. Chill drinks in coolers, prepare shelf-stable supplies, and have tents or other weather arrangements ready before guests arrive.

Frequently asked questions

How far in advance should I organise a music festival?: Start planning at least 3 to 6 months ahead for a small festival, and earlier if permits, several performers or complex production are involved. Confirm the date, venue and artist programme first, then handle registrations, volunteers and supplies.
When should I publish the music festival programme?: Publish it once performances, timings and venue details are confirmed, ideally 2 to 4 weeks before the festival. Print the final run sheet after the programme is locked, so volunteers are working from one version.
How much time do I need for music festival setup?: Allow at least 4 to 8 hours for a small setup with tents, stage sections, sound, lighting and power. Add more time when deliveries arrive separately or the site needs extensive cable protection and inspection.
How many drinks should I buy for a music festival?: For the first hour, plan on 2 to 3 drinks per person, then adjust for the event length, weather and alcohol policy. Chill the first stock before opening and keep additional drinks in coolers so service does not stop.

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.