Music Festival Checklist and Planning Guide

A music festival involves more than booking musicians and putting up a stage. You need to secure the venue, check permits and insurance, coordinate performers, arrange sound and lighting, and prepare a workable site plan. The final week is when overlooked details cause delays: wristbands, dietary requirements, weather checks, chilled drinks and clear directions all need owners. Use the checklist to work from early bookings through event-day setup and closeout.

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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

Reserve venue
Book musicians
2 people
Check the permit
Arrange insurance
Create the performers schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve sound equipment
Reserve stage
Recruit volunteers
2 people
Assign volunteers
2 people
Publish the program
Send directions
Check the weather forecast
Confirm performers
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare the cash register
2 people
Sort wristbands
2 people
Inspect the site
3 people
Have the stage built
4 people
Set up the tents
5 people
Have sound installed
4 people
Connect lighting
3 people
Check power supply
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Set up the buffet
3 people
Hang up decorations
3 people
Place waste stations
2 people
Mark the access route
2 people
Set up the first aid station
2 people

Event

Welcome performers
2 people
Run the sound check
4 people
Set up catering
4 people
Staff the cash register
2 people
Welcome visitors
3 people
Hand out wristbands
2 people
Guide music program
2 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
2 people
Refill buffet
2 people
Collect waste
2 people
Check toilets
2 people
Keep the audience area clean
2 people
Artist support
Tear down the performances
3 people
Operate lighting
Announce the final program
See visitors out
3 people

Aftercare

Close the register
2 people
Close the bar
3 people
Store food safely
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
5 people
Remove decorations
3 people
Dismantle furniture
4 people
Dismantle the sound system
4 people
Have the stage dismantled
4 people
Inventory materials
2 people
Return equipment
2 people
Hand over the site
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Bar matsqty 3
Stage
Artist tableqty 2
Clothes racksqty 2

Equipment

Speakersqty 4
Subwoofersqty 2
Stage monitorsqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 16
Power stripsqty 10
Extension cordsqty 12
Cash register
Payment terminalqty 2
Walkie-talkiesqty 6
Megaphone

Lighting

Stage spotlightsqty 6
String lightsqty 8
Work lightsqty 4
Cable matsqty 12

Tableware

Reusable cupsqty 300
Wine glassesqty 80
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 10

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 2
Cutting boardsqty 4
Chef's knifeqty 4
Ice packsqty 30

Decorations

Buntingqty 12
Festival postersqty 20
Directional signsqty 12
Wristbandsqty 250

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Litter pickersqty 4
Hand sanitizer dispensersqty 6
Toilet paper holdersqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Vestsqty 12
Flashlightsqty 6

Catering

Groceries

Tips

Confirm the venue, permit requirements and insurance before announcing the festival. Allow at least 8–12 weeks for approvals, documents and any requested changes.
Build the performers’ schedule around soundcheck and changeover time. Allow at least 20–30 minutes between acts if equipment or microphones need to be moved.
Assign volunteers to specific shifts rather than asking for general help. For a small festival, plan check-in, stage support, bar, site and cleanup coverage in blocks of 3–4 hours.
Check the full technical setup on site before event day. Test speakers, subwoofers, monitors, microphones, cables, power strips and extension cords together, and cover walkways with cable mats.
Review practical guest details during the final week: publish the program, send directions, confirm performers, check the forecast, sort wristbands, chill drinks and prepare the cash register at least one day ahead.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 8–12 weeks before the festival. Venue availability, permits, insurance, musicians, staging and sound equipment are the items most likely to require early confirmation.
When should I book the stage and sound equipment for a music festival?: Book both as soon as the venue and date are confirmed, ideally 6–10 weeks ahead. Share the performers’ schedule and technical requirements with the supplier at least 2 weeks before the event.
How much time should I allow to set up a music festival?: Allow at least one full setup day for a small festival with a stage, tents, sound, lighting and tables. Schedule the stage build and equipment checks before guests arrive, then leave 2–3 hours for final safety and site inspections.
When should I buy drinks and prepare food for a music festival?: Complete the main shopping 1–2 days before the festival, then chill drinks overnight. Prepare snacks and check catering quantities on the event day, with dietary requirements confirmed at least 7 days in advance.

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.