Music festival checklist: what to arrange and when

A music festival needs more than a lineup and a stage. You must confirm the location, performers, permits, insurance, technical requirements and visitor information before invitations go out. In the final days, chilled products, rented equipment, volunteer roles and the run sheet need checking together. This checklist puts the work in a practical order, from the first booking to sound setup and crowd control on the 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 the festival date and location
2 people
Compile the music program
2 people
Contact performers
2 people
Confirm performances
2 people
Gather technical requirements
2 people
Make reservations
Check permits
Check insurance
Collect emergency contacts
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Print the run sheet
Send artist information
Assign volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up chilled products
2 people
Collect equipment
2 people
Clean the venue
3 people
Cordon off the area
3 people
Build stage sections
4 people
Set up sound equipment
3 people
Connect microphones
2 people
Set up lighting equipment
2 people
Perform sound check
3 people
Finish the stage safely
2 people
Connect power supply
2 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up food stall
3 people
Fill coolers
2 people
Prepare snacks
4 people
Prepare sandwiches
3 people
Set out coffee and tea
2 people
Hang decorations
3 people
Hang lights
2 people
Put up directional signs
2 people
Hang up the program
Set up the entrance and checkout
3 people
Lay out wristbands
2 people
Check toilets
2 people
Place waste bins
2 people

Event

Welcome performers
2 people
Check in visitors
3 people
Explain the program
Announce performances
Check the sound level
Change performers
3 people
Staff the bar
3 people
Serve food
4 people
Refill drinks
2 people
Refill snacks
2 people
Serve coffee and tea
2 people
Keep public area clean
2 people
Empty trash bins
2 people
Restock toilets
Monitor visitor flow
2 people
Wrap up the final performance
2 people
Ensure visitors leave safely
3 people

Aftercare

Turn off the sound equipment
2 people
Clear out bar and food stall
4 people
Collect waste
4 people
Wash dishes and supplies
3 people
Clean the venue
4 people
Remove decorations
2 people
Dismantle equipment
3 people
Return materials
2 people
Return rental items
2 people
Keep lost and found items
Store leftover stock
2 people
Clear away payment and cash register materials
2 people
Hand over the site
2 people

What to bring

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

Furniture

Beer tablesqty 12
Folding chairsqty 80
Bar countersqty 3
Market tablesqty 6
Stage sectionsqty 12
Clothes racksqty 2
Party tentsqty 4
Crowd control barriersqty 20

Tableware

Reusable drinking glassesqty 250
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 200
Bowlsqty 80
Forksqty 200
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 20
Serving plattersqty 20

Equipment

PA speakersqty 4
Mixer
Stage Carpet
Wireless microphonesqty 3
Microphone standsqty 4
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Monitor speakersqty 2
Laptop
Music playlists
Extension cordsqty 6
Power stripsqty 10
Cable matsqty 12
Flashlightsqty 6
Coolersqty 6
Cash boxesqty 2
Card machine

Lighting

LED floodlightsqty 8
String lightsqty 10
Stage lightsqty 4
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Festival Flagsqty 20
Balloonsqty 100
Tableclothsqty 12
Stage drapesqty 4
Menu boardsqty 6
Program postersqty 15
Wayfinding signsqty 12
Table décorqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Frying pansqty 3
Pliersqty 8
Measuring cupsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date and location before contacting performers or sending invitations. Check permits, insurance and venue access early; approval delays can affect the entire program.
Collect each performer’s technical requirements as soon as the lineup is confirmed. Match their needs with the mixer, PA speakers, monitors, microphones, DI boxes, instrument cables and power extensions before equipment collection.
Send visitor information before the festival, including arrival details, program information and registration questions. Collect dietary requirements early enough to adjust food and serving supplies rather than discovering them at the bar.
Assign volunteers with specific shifts and responsibilities, including registration, crowd control, artist support and cleanup. Print the run sheet and share artist information before the first stage section is assembled.
Schedule chilled-product pickup and equipment collection close to the event, then allow time to clean the venue, cordon off the area and build the stage. Keep reusable drinking glasses, bar counters and tables ready before visitors arrive.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 3 to 6 months before the festival. Confirm the date and location first, then book performers, check permits and insurance, and gather technical requirements before sending invitations.
When should I send music festival invitations?: Send invitations after the program, location and essential visitor information are confirmed, preferably 6 to 8 weeks before the event. Set a registration deadline early enough to collect dietary requirements and plan supplies.
What sound equipment do I need for a music festival?: Prepare a PA system, mixer, monitor speakers, microphones, microphone stands, DI boxes, instrument cables, XLR cables and extension cords. Collect the performers’ requirements at least 2 to 4 weeks ahead so missing connections or power needs can be resolved.
When should the festival site and stage be set up?: Set up the site and stage before doors open, with enough time for sound checks and corrections. Allow several hours for barriers, tents, stage sections, sound equipment, tables and power to be placed and tested.

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