Music festival checklist: what to arrange and when

A music festival depends on dozens of small arrangements being ready in the right order. Confirm the date and location first, then book artists, check permits, build the safety plan, and gather technical requirements. In the final weeks, registrations, catering, volunteers, signage, stock, and weather checks need regular attention. On site, allow enough time to cordon off the area, set up the stage, connect sound, and hang the lighting before guests arrive.

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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
Book the program and artists
2 people
Check permits
Arrange insurance and safety plan
2 people
Collect artist information
Gather technical requirements
2 people
Reserve catering and bars
2 people
Arrange security and first aid
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make parking and route signs
2 people
Create the schedule and contact list
2 people
Assign volunteers
2 people
Monitor the weather forecast
Send artist confirmations
Check stock and materials
2 people
Check the shopping list
Do the shopping
3 people
Cool perishables
2 people
Check the venue
3 people
Cordon off the area
4 people
Set up the stage
6 people
Connect the sound system
4 people
Hang the lighting rig
4 people
Connect power supply
3 people
Set up the tents
5 people
Set up the bar and service counters
4 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up toilets and washbasins
3 people
Set up waste stations
2 people
Set up entrance and wristbands
3 people
Set up artist room
3 people
Prepare catering
5 people
Chill drinks
3 people
Prepare snacks
4 people
Test sound
3 people
Test lighting
2 people

Event

Welcome performers
2 people
Guide the soundcheck
3 people
Staff the entrance
4 people
Inform visitors
2 people
Open the festival
Guide music program
3 people
Staff the bar
6 people
Serve snacks
3 people
Refill drinks
3 people
Refill food
2 people
Assist performers
2 people
Carry out stage changes
4 people
Check the audience and venue
4 people
Provide first aid
2 people
Check toilets
2 people
Empty trash bins
2 people
Answer audience questions
2 people
Announce the final act
Close the festival
2 people
Guide visitors to the exit
4 people

Aftercare

Switch off equipment
3 people
Store perishable stock safely
2 people
Do a rough clean of the venue
5 people
Collect waste
4 people
Clean the grounds
4 people
Clean the bar and kitchen
4 people
Wash dishes and glasses
3 people
Dismantle stage and technical equipment
6 people
Take down tents and decorations
5 people
Collect furniture
4 people
Inventory materials
2 people
Return rented materials
3 people
Collect lost and found items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 20
Folding chairsqty 120
Beer tablesqty 12
Bar stoolsqty 12
Party tentsqty 6
Stage sectionsqty 12
Bar coolersqty 4

Tableware

Reusable drinking glassesqty 500
Wine glassesqty 100
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving spoonsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Jack cablesqty 8
Cable reelsqty 8
Extension cordsqty 12
Entrance gatesqty 8
Barrier tapeqty 6
Traffic conesqty 20
Walkie-talkiesqty 8
Power banksqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lampsqty 12

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Arrow signsqty 16
Program boardsqty 4
Tableclothsqty 20

Kitchen

Coolersqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Ice cube traysqty 6

Cleaning

Broom setsqty 4
Mop setsqty 3
Cleaning spraysqty 6
Hand broomsqty 6

Catering

Groceries

Tips

Start permits, insurance, and the safety plan as soon as the date and location are confirmed. Keep one written contact list with emergency contacts, suppliers, artists, and the person responsible for each decision.
Collect each artist’s technical requirements early, including microphones, DI boxes, monitor speakers, cables, and power needs. Recheck the requirements after the running order is fixed, not only when the booking is made.
Set a clear registration deadline and ask for dietary requirements at the same time. Use the final attendee count to confirm catering, bar stock, reusable glasses, plates, cutlery, and seating quantities.
Build the site plan before delivery day: mark the stage, bars, party tents, parking route, cable runs, first-aid point, and restricted areas. Keep cable reels and extension cords out of walking routes and cover or secure crossings.
Schedule the sound system and lighting checks before doors open, with time for troubleshooting. Test PA speakers, subwoofers, microphones, mixing console, LED spotlights, and battery lamps after the stage and power distribution are in place.

Frequently asked questions

How early should I start planning a music festival?: Start at least 6 months before the festival if artists, permits, insurance, and suppliers are involved. Use the first month to confirm the date and location, begin permit checks, and secure the program.
When should music festival artists receive their final confirmation?: Send final artist confirmations 2 to 4 weeks before the event. Include arrival time, set time, access instructions, contact details, technical requirements, and any catering information.
How long before opening should a festival stage be set up?: Allow at least 6 hours for stage assembly, sound connections, lighting, cable management, and testing. Add more time if several artists use different backline or monitor setups.
When should I buy food, drinks, and festival supplies?: Check the shopping list 3 to 5 days before the festival and buy perishables as close to the event as practical. Cool drinks and other perishables as soon as they arrive, then complete a stock check before setup starts.

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.