Music Festival Planning Checklist

A music festival needs more than a booked band and a stage. You need to lock in the date and venue, handle permits, confirm artist contracts, arrange sound and lighting, and give every volunteer a clear job. Work through the plan in stages so ticket sales do not open before capacity, security, power, and the program are settled. In the final week, check the site layout, equipment, shopping, dietary requirements, and artist information together.

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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
Book musicians
2 people
Apply for permits
Reserve venue
Reserve audio equipment
Reserve lighting equipment
Confirm artist contracts
Prepare the program and schedule
2 people
Send invitations
2 people
Open ticket sales
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve security
Check power supply
2 people
Create floor plan
2 people
Confirm stage layout
2 people
Send artist information
Assign volunteers
2 people
Print the run sheet
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Inspect venue
3 people
Prepare artist reception
2 people
Stock the refrigerators
3 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Lay power cables
3 people
Cover cables safely
2 people
Set up tables and chairs
4 people
Set up the tents
4 people
Set up the bar
3 people
Set up the catering buffet
3 people
Set up backstage
2 people
Hang decorations
3 people
Place information signs
2 people
Place waste bins
2 people
Set up the entrance gate
3 people
Lay out wristbands
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Open the doors
4 people
Register visitors
4 people
Announce the program
Guide the opening act
3 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Keep the audience area clean
3 people
Empty trash bins
2 people
Prepare the next performer
3 people
Guide performer changes
3 people
Answer audience questions
2 people
Operate lighting during performances
2 people
Check the sound level
Support the final performance
3 people
Guide visitor departure
4 people

Aftercare

Close the bar
3 people
Switch off equipment
3 people
Put away food and drinks
3 people
Collect tableware
3 people
Collect waste
4 people
Clean the venue
5 people
Dismantle furniture
4 people
Take down tents
4 people
Dismantle the stage
6 people
Pack audio equipment
4 people
Pack lighting equipment
3 people
Remove decorations
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Collect lost and found items
2 people
Return materials
3 people
Return venue keys
Store leftover stock
2 people
Collect invoices and receipts
Pay performers
Send thank-you messages
2 people

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar stoolsqty 12
Bar matsqty 3
Artist tablesqty 4
Changing room chairsqty 12
Stage sectionsqty 12
Crowd barriersqty 20
Bollardsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
Audio cablesqty 20
Power splittersqty 8
Extension cordsqty 12
Spare batteriesqty 24
Spotlightsqty 8
Light standsqty 4
Light controller
Laptop stand
Stage stepsqty 2

Lighting

String lightsqty 8
Work lightsqty 4
Flashlightsqty 6
Emergency lightingqty 6

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Tableclothsqty 12
Directional signsqty 12
Program postersqty 20

Tableware

Reusable drinking cupsqty 300
Wine glassesqty 40
Platesqty 220
Cutlery setsqty 220
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coolersqty 8
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Scissorsqty 4
Ice packsqty 24
Bottle openersqty 6
Corkscrewsqty 3
Kitchen scalesqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Safety vestsqty 12
Cable matsqty 20
Work glovesqty 12

Organization

Wristbandsqty 250
Name stickersqty 100
Run sheetsqty 12
Pensqty 30
Clipboardsqty 8
Cash boxesqty 3
Walkie-talkiesqty 8

Catering

Groceries

Tips

Start with the date, venue, permits, and power supply before announcing the festival. A missing permit or insufficient power can force changes after tickets are already on sale.
Confirm each artist contract and send practical information at least 2–3 weeks before the event. Include arrival times, stage layout, soundcheck details, changing-room arrangements, and who they should contact on site.
Build the schedule around setup and soundchecks, not only performance times. Print the run sheet and prepare a copy for production, security, volunteers, catering, and the stage team.
Check the technical inventory at least 7 days before opening. Count microphones, DI boxes, monitor speakers, cables, power splitters, extension cords, spare batteries, and lighting controls rather than assuming the supplier’s list is complete.
Plan guest movement as carefully as the performances. Use the floor plan to place crowd barriers, bollards, bars, seating, artist areas, emergency lighting, and work lights, then walk the route after dark with a flashlight.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 6 months ahead for a small festival, and earlier if permits, artists, or a venue are difficult to secure. Aim to have the date, location, headline bookings, and permit process underway before ticket sales open.
When should I book musicians and festival equipment?: Book musicians, the venue, audio equipment, lighting, security, and catering as soon as the date is confirmed, ideally 3–6 months before the festival. Reconfirm all suppliers and artist contracts 2–3 weeks before the event.
How much sound and lighting equipment does a music festival need?: The exact quantity depends on the venue and program, but your technical check should cover PA speakers, subwoofers, a mixer, microphones, stands, DI boxes, monitors, cables, power distribution, and lighting. Complete a physical count at least 7 days before setup and keep spare batteries and essential cables on hand.
When should music festival ticket sales open?: Open ticket sales only after the date, venue capacity, permits, core artists, security, and basic schedule are confirmed. For many festivals, that means opening sales 8–12 weeks before the event, with promotion starting at least 2 weeks earlier.

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.