Music Festival Checklist: What to Arrange and When

A music festival involves more than booking artists and putting up a stage. You need to coordinate permits, suppliers, sound and lighting, toilets, security, first aid, catering and guest information on a clear timeline. This checklist takes you from securing the location to receiving deliveries, checking the weather and building the site. It also covers details that are easy to leave until the last minute, such as dietary requirements, artist information, cable safety and the printed run sheet.

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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

Apply for a permit
Record the venue
Book performers
2 people
Reserve equipment
Book catering
Reserve toilet facilities
Reserve security
Arrange first aid staffing
Work out the stage layout
2 people
Compile program
2 people
Publish event page
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect artist information
Print the run sheet
Publish the map
Check the weather forecast
Order groceries
2 people
Check materials
2 people
Mow the festival grounds
2 people
Receive deliveries
2 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power distribution
3 people
Set up the tents
4 people
Set up the bar
3 people
Set up the catering area
3 people
Set up tables
3 people
Set up chairs
3 people
Place waste stations
2 people
Mark the access route
2 people
Mark emergency exits
2 people
Hang decorations
3 people
Stock the refrigerators
3 people
Chill drinks
3 people
Prepare snacks
4 people
Set out diet meals
2 people
Set up the artist reception
2 people
Hand out crew badges
Distribute crew instructions
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Perform lighting test
2 people
Set up the cash register
2 people
Open the entrance gates
4 people
Check Visitors
4 people
Hand out wristbands
3 people
Staff the cloakroom
2 people
Support the first performance
2 people
Guide the performances
3 people
Guide performer changes
2 people
Staff the bar
5 people
Serve snacks
3 people
Serve diet meals
2 people
Refill drinks
3 people
Collect glasses and crockery
2 people
Empty trash bins
2 people
Check toilets
2 people
Staff the first aid station
2 people
Provide public information
2 people
Switch On Site Lighting
Support the final performance
3 people
Guide the exit
4 people
Turn off the music
2 people

Aftercare

Close the register
2 people
Close the bar
3 people
Collect lost and found items
2 people
Secure equipment
4 people
Clean up the venue
6 people
Sort waste
4 people
Wash dishes
3 people
Clean the bar
3 people
Clean the catering area
3 people
Clean the restrooms
2 people
Take down tents
4 people
Clear tables and chairs
4 people
Dismantle the stage
6 people
Roll up cables
3 people
Remove decorations
3 people
Inventory materials
2 people
Return equipment
2 people
Store leftover stock
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

Foldable tablesqty 12
Folding chairsqty 120
Beer tablesqty 20
Bar stoolsqty 12
Bar countersqty 4
Coat racksqty 4
Clothes hangersqty 250
Stage elementsqty 12
Artist sofasqty 2
High tablesqty 10
Party tentsqty 6
Patio umbrellasqty 6

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Audio cablesqty 20
Cable reelsqty 8
Extension cordsqty 16
Cable traysqty 20
Cash register tabletsqty 2
Payment terminalsqty 3
Power banksqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 8
Work lightsqty 6
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Balloon archesqty 3
Stage backdropsqty 2
Directional signsqty 12
Program postersqty 20
Wristbandsqty 400
Crew badgesqty 60
Badge holdersqty 60

Tableware

Reusable cupsqty 500
Platesqty 250
Bowlsqty 150
Forksqty 300
Knivesqty 200
Spoonsqty 150
Coffee cupsqty 100

Kitchen

Refrigeratorsqty 4
Coolersqty 8
Coolersqty 4
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving spoonsqty 12
Serving traysqty 12
Food containersqty 20
Thermos flasksqty 6

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 6
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2

Safety

First aid kitsqty 2
Fire extinguishersqty 6
Crowd control barriersqty 20
Traffic conesqty 20
Safety vestsqty 30
Earplugsqty 400
Lost and found bagsqty 50

Catering

Groceries

Tips

Start permit and location applications early: allow at least 8–12 weeks for approvals, especially if the festival uses amplified music, temporary structures or extended opening hours.
Confirm technical requirements with every performer before finalising the stage layout. Collect channel lists, microphone needs, DI-box requirements and monitor preferences so the PA system and mixing console match the programme.
Set a firm guest-information deadline 7–10 days before the festival. Publish the map, programme, arrival details and accessibility information together, then use the registration list to check numbers and dietary requirements.
Plan deliveries around the site build rather than the event start. Stage elements, speakers, lighting, cable reels, tents and furniture should arrive early enough to inspect before setup, with a named person available to receive each delivery.
Print the run sheet on the day before the festival and keep spare copies at the stage, production desk and entrance. Check the weather again 24 hours before opening so tents, umbrellas, clothing and site preparations can be adjusted.

Frequently asked questions

How far in advance should I organise a music festival?: Start the main planning 8–12 weeks before the festival. Secure the location and permit first, then book performers, technical suppliers, catering, toilets, security and first aid before publishing the event details.
What should I book first for a music festival?: Confirm the location and permit process before committing to the programme. Book performers and core suppliers next, because the stage, PA system, lighting, toilets and security all depend on the date, site and expected attendance.
When should I publish the music festival programme and map?: Publish the programme and site map 7–10 days before the event, once timings, entrances, facilities and stage positions are stable. Send any final arrival or access updates no later than 24 hours before opening.
When should I check the weather for an outdoor music festival?: Make a first operational check 48 hours before the festival and a final check 24 hours before opening. Use the result to review tents, patio umbrellas, lighting, site access, clothing and any weather-sensitive deliveries.

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.