Music festival checklist: what to arrange and when

A music festival involves more than booking artists and putting up a stage. You need permits, power, toilets, security, first aid, catering and a clear site plan before guests arrive. This checklist covers the work from choosing the date through the final weather and grounds checks. Use it to keep bookings, registrations, technical details and volunteer duties together, so the last week is for checking rather than chasing missing information.

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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

Set the festival date
2 people
Reserve venue
2 people
Apply for a permit
Book performers
2 people
Compile program
2 people
Reserve equipment
2 people
Book catering
2 people
Reserve toilets
Reserve security
Arrange first aid
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Collect artist information
Check technical requirements
2 people
Draw the site layout
2 people
Print the run sheet
Print contact list
Sort wristbands
2 people
Make the entrance sign
Inspect the grounds
2 people
Mark emergency exits
2 people
Check the weather forecast
Do the shopping
3 people
Prepare materials
3 people
Fill coolers
2 people
Send artist briefing

Event

Clear the site
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Check the stage floor
2 people
Set up the sound system
4 people
Connect microphones
2 people
Set up lighting
3 people
Connect power supply
2 people
Securely finish cables
2 people
Set up the bar
3 people
Set up the buffet
3 people
Prepare snacks
4 people
Chill drinks
3 people
Set out tableware
2 people
Place waste stations
2 people
Hang up decorations
3 people
Put up signage
2 people
Perform sound check
3 people
Perform a lighting check
2 people
Welcome performers
2 people
Brief performers
2 people
Staff the entrance
3 people
Hand out wristbands
2 people
Welcoming the audience
2 people
Announce performances
Staff the bar
4 people
Restock the buffet
3 people
Serve snacks
3 people
Refill drinks
3 people
Collect waste
2 people
Check toilets
2 people
Monitor crowd safety
2 people
Provide catering for performers
Wrap up performances
2 people
Guide the audience to the exit
3 people
Turn off the sound system
2 people
Close the bar
3 people

Aftercare

Remove decorations
3 people
Dismantle technical equipment
4 people
Take down tents
4 people
Collect furniture
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the grounds
4 people
Empty the coolers
2 people
Pack leftover food
2 people
Clean materials
3 people
Hand over the venue
2 people
Return borrowed items
2 people
Clear away leftover groceries
2 people
Handle the deposit and keys

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 10
Bar stoolsqty 12
Bar blocksqty 3
Party tentsqty 4
Stage floor
Dressing room racksqty 4
Coat racksqty 4

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 60
Platesqty 180
Cutlery setsqty 180
Serving bowlsqty 18
Serving spoonsqty 12

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Wireless microphonesqty 4
Microphone standsqty 4
DI boxesqty 4
Monitor speakersqty 2
Music laptop
Spare headsetqty 2
XLR cablesqty 12
Jack cablesqty 8
Extension cordsqty 10
Power stripsqty 8
Cable matsqty 12

Lighting

LED light barsqty 8
LED spotlightsqty 6
Light standsqty 4
String lightsqty 6
Battery lanternsqty 10

Kitchen

Coolersqty 6
Refrigeratorsqty 2
Food warmersqty 6
Cutting boardsqty 6
Cooks and vendorsqty 6
Serving tongsqty 10
Measuring cupsqty 4
Ice cube traysqty 8
Washing-up basinsqty 8

Decorations

Festival Flagsqty 12
Balloon archesqty 3
Tableclothsqty 16
Stage drapesqty 4
Photo backdrop
Directional signsqty 10
Program postersqty 20

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the date, venue and permit process. Check permit lead times before confirming performers or sending invitations, because approval requirements can affect capacity, layout and operating hours.
Collect technical information from every performer early. Ask for stage plots, input lists and power requirements, then compare them with the PA speakers, mixing console, microphones, DI boxes, monitors and cables you have reserved.
Draw the site layout before ordering furniture and facilities. Mark the stage, bar, catering area, toilets, entrance, emergency exits, dressing rooms and cable routes so tables, tents and cable mats do not block access.
Set a firm deadline for registrations and dietary requirements. Give catering the final headcount several days before the festival, and keep a separate contact list for performers, suppliers, security, first aid and volunteers.
Print the run sheet and contact list before the event day, then inspect the grounds and check the forecast on the final day. Sort wristbands, signs and volunteer assignments in advance so the entrance team can start on time.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 6 to 12 months ahead for a festival with multiple performers, a venue and public attendance. Begin with the date, venue and permit requirements, then secure performers, equipment, toilets, catering, security and first aid.
When should I book equipment for a music festival?: Reserve core equipment at least 8 to 12 weeks before the festival, or earlier during busy periods. Confirm the technical requirements with each artist before finalising the PA system, microphones, monitors, cables, lighting and power distribution.
How many toilets do I need for a music festival?: Use your expected attendance, event duration and local regulations to calculate the number, then reserve them as soon as the venue is confirmed. A practical planning deadline is at least 6 to 8 weeks before the festival, with extra units if alcohol is served or the event lasts all day.
When should I send music festival invitations?: Send invitations or open registrations 6 to 10 weeks before the festival if attendance is planned in advance. Set a clear registration deadline so you can collect dietary requirements, prepare wristbands and give catering a final headcount several days before the event.

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.