Music Festival Checklist: What to Arrange and When

A music festival depends on dozens of small arrangements happening in the right order. Start with the date, venue, permits, artist contracts and power plan before promoting the event. In the final weeks, coordinate registrations, dietary requirements, volunteers, catering, deliveries and performer information. Use the checklist to move from planning to setup without leaving safety, sound equipment or weather preparations until the last day.

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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 and notifications
Confirm performing bands
2 people
Finalize artist contracts
Create the program and schedule
2 people
Make material reservations
Record the power supply
Arrange security and first aid
2 people
Check insurance
Create promotional image
Send invitations
2 people
Announce the festival online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Send performer information
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Prepare artist reception
2 people
Check the weather forecast
Inspect venue
3 people
Receive deliveries
3 people
Set up the stage
5 people
Set up party tents
4 people
Set up tables and chairs
4 people
Connect sound equipment
4 people
Connect lighting equipment
3 people
Lay out power cables safely
3 people
Check the stage and cables
2 people
Set up instruments
4 people
Run the sound check
4 people
Set up the catering buffet
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up the entrance and information desk
2 people
Hang up decorations
3 people
Place waste stations
2 people
Check toilets
2 people
Carry out a safety check
3 people
Brief volunteers
3 people

Event

Welcome artists
2 people
Welcome visitors
4 people
Announce the program
Support the first performance
3 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Swap performances
3 people
Answer audience questions
2 people
Clean toilets in between
2 people
Provide catering for artists
2 people
Operate the light show
Support the final performance
3 people
Announce the final act
Ensure visitors leave safely
4 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Collect tableware
3 people
Sort waste
4 people
Clean the venue
5 people
Remove decorations
3 people
Dismantle the stage and lighting
5 people
Tear down audio equipment
4 people
Take down party tents
4 people
Put furniture back
4 people
Wash dishes
3 people
Clear away stock
2 people
Clean materials
3 people
Inventory materials
2 people
Return borrowed items
2 people
Remove residual waste
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 4
Stage
Beer tablesqty 12
Foldable tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2
Clothes hangersqty 120

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Serving tongsqty 8

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Stage microphonesqty 6
Wireless microphonesqty 2
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Instrument cablesqty 16
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 4
Cable matsqty 20
Power splittersqty 4

Lighting

LED spotlightsqty 8
Light standsqty 4
Light controller
String lightsqty 6
Flashlightsqty 6

Decorations

Festival Flagsqty 8
Stage backdrop
Directional signsqty 10
Program postersqty 20
Tableclothsqty 12
Wristbandsqty 180

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Food tongsqty 8
Ice packsqty 24
Food containersqty 20

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand sanitizer pumpsqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 20
Bollardsqty 20
Barrier tapeqty 4
Flashlightsqty 6

Information

Information desk
Clipboard foldersqty 6
Pensqty 30
Name stickersqty 100
Program flyersqty 200

Catering

Groceries

Tips

Confirm the venue, permits and insurance before announcing the festival. Allow at least 8–12 weeks for permit checks, notifications and any required revisions.
Lock in the program and artist contracts before sending invitations or publishing the schedule. Send each performer arrival times, set length, technical requirements and contact details no later than 2 weeks before the event.
Build the power and sound plan on paper before equipment arrives. Account for PA speakers, subwoofers, mixing consoles, monitors, microphones, DI boxes, cables and separate power circuits rather than relying on last-minute extensions.
Schedule security, first aid and volunteers with named shifts. For a one-day festival, publish a shift plan at least 2 weeks ahead and give every volunteer a clear check-in time and responsibility.
Check the forecast and inspect the venue 24–48 hours before opening. Confirm the stage, tents, tables, lighting, cable mats, deliveries and artist reception area before the first band is due to arrive.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 3–6 months ahead for a small festival, and earlier if permits, multiple bands or complex production are involved. Confirm the date, venue, power supply and headline artists first.
When should music festival artists receive their schedule?: Send performer information and the running order at least 2 weeks before the festival. Include arrival time, soundcheck slot, set time, stage details and a technical contact.
How do I plan power for a music festival?: Record the venue’s available supply before booking sound and lighting equipment, ideally 6–8 weeks ahead. Have a qualified person map circuits for the PA, stage equipment, lighting, catering and guest areas.
When should I order catering and check dietary requirements?: Collect dietary requirements during registration and confirm final numbers 7–10 days before the event. Place the catering order after that confirmation, then check deliveries and serving equipment during the final setup inspection.

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