Music festival checklist: what to arrange and when

A music festival depends on more than a strong line-up. You need confirmed permits, reliable power, a complete technical setup, toilets, security, catering and a clear site plan. This checklist covers the planning sequence from booking artists and suppliers to printing the run sheet and checking the weather. It also helps you catch details that are often left until the last few days, such as dietary requirements, emergency contacts, artist information and area access.

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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
2 people
Finalize the entertainment schedule
2 people
Book performers
2 people
Gather technical requirements
2 people
Book catering
2 people
Reserve security
2 people
Reserve toilets
2 people
Reserve power supply
2 people
Create promotional image
2 people
Publish event page
2 people
Send invitations
2 people
Publish on social media
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Send performer information
2 people
Print the run sheet
2 people
Print floor plan
2 people
Compile emergency numbers
Check the weather forecast
Do the shopping
4 people
Check materials
4 people
Prepare artist reception
2 people
Cordon off the area
4 people
Unload stage parts
6 people
Set up the stage
6 people
Set up tents
6 people
Set up barriers and walking routes
4 people
Connect power
3 people
Set up the sound system
4 people
Set up lighting
3 people
Connect the instruments
4 people
Perform sound check
4 people
Perform lighting test
3 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up the bar
4 people
Fill coolers
3 people
Prepare snacks
5 people
Set up the catering buffet
4 people
Check toilets
2 people
Place waste stations
2 people
Put up signage
2 people
Set up check-in desk
3 people
Set up the artist room
3 people
Brief volunteers
4 people

Event

Open the doors and entrance
4 people
Check in visitors
4 people
Hand out wristbands
2 people
Inform visitors
2 people
Guide the performances
3 people
Welcome artists
2 people
Guide artists
2 people
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
3 people
Replenish the catering buffet
2 people
Operate sound during performances
3 people
Operate lighting during performances
2 people
Keep the audience area clean
3 people
Empty trash bins
3 people
Check toilets periodically
2 people
Announce the final program
Guide visitors to the exit
4 people
Close the music and bar
4 people
Collect lost items
2 people

Aftercare

Turn off sound and lighting
4 people
Pack instruments safely
4 people
Take down the bar and catering
4 people
Collect waste
5 people
Clean the grounds
6 people
Take down tents and decorations
6 people
Gather tables and chairs
4 people
Remove barriers and walkways
4 people
Dismantle the stage
6 people
Load equipment
5 people
Wash dishes and glassware
3 people
Empty coolers
2 people
Count inventory
2 people
Register lost and found items
2 people
Return supplier materials
3 people
Remove residual waste
3 people
Hand over the venue
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Bar matsqty 4
Coat racksqty 4
Artist benchesqty 6
Lounge sofasqty 4
Dressing room tablesqty 4

Equipment

Stage sectionsqty 24
Stage stepsqty 2
Stage microphonesqty 8
Wireless microphonesqty 4
Speakersqty 8
Subwoofersqty 2
Mixing console
Monitor speakersqty 4
DI boxesqty 6
Microphone standsqty 10
Instrument cablesqty 20
Power stripsqty 12
Extension cordsqty 12
Power splitterqty 2
Crowd control barriersqty 30
Traffic conesqty 20
Cable matsqty 20
Walkie-talkiesqty 8
Megaphonesqty 2
First aid kitsqty 2
Fire extinguishersqty 4
Batteriesqty 24

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 10
Flashlightsqty 8

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Small bowlsqty 20

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 12
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2

Decorations

Festival Flagsqty 12
Buntingqty 20
Stage drapesqty 6
Tableclothsqty 20
Artist signsqty 6
Info boardsqty 8
Directional signsqty 12
Wristbandsqty 500
Name stickersqty 200

Cleaning

Waste binsqty 16
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4

Catering

Groceries

Tips

Confirm the venue, permits and power plan before promoting the festival. Keep a backup power supply available and check that extension cords, power distribution and power strips match the technical requirements.
Collect each performer’s technical and arrival information early, then send the final details before event week. Include sound requirements, microphones, DI boxes, monitor speakers, set times and dressing-room arrangements.
Set a firm deadline for registrations and dietary requirements. Give catering the final numbers after that deadline, while keeping a small buffer for late changes and crew meals.
Print the run sheet, site map and emergency numbers before the event day. Keep copies with production, security, volunteers and the artist reception rather than relying on one phone or laptop.
Walk the site before opening and check routes, toilets, lighting, barriers and the cordoned-off areas. Test stage sections, the podium stairs, speakers, microphones and lighting while there is still time to replace missing equipment.

Frequently asked questions

How far in advance should I organise a music festival?: Start at least 6 to 12 months ahead for a festival with multiple performers. Use the first months for the date, venue, permits, programme and major suppliers, then reserve the final 2 weeks for confirmations, printing and site checks.
How much power does a music festival need?: The required capacity depends on the stage, sound system, lighting, catering and site facilities, so calculate it from every supplier’s technical specifications. Confirm the connection and backup power at least 4 weeks before the festival, then test distribution on setup day.
When should I book toilets and security for a music festival?: Reserve both as soon as the date, location and expected attendance are known, preferably 3 to 6 months in advance. Reconfirm delivery, staffing hours and access routes 7 days before the event.
What should I send artists before the festival?: Send the timetable, arrival instructions, technical details, contact numbers, parking or access information and dressing-room arrangements at least 7 days beforehand. Ask performers to report any changes no later than 48 hours before setup.

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.