Music festival checklist: what to arrange and when

A music festival depends on dozens of moving parts, from artist contracts and permits to cable reels, toilets and chilled drinks. Start with the date, location and permissions, then lock in performers, suppliers and the technical plan before promoting the event. In the final week, confirm staffing, registrations, weather and deliveries. This checklist gives you a practical order for handling the work without leaving sound, crowd safety or basic guest facilities until the last day.

Organize this event for free with Lizzt

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
Apply for permits
2 people
Contact performers
2 people
Finalize artist contracts
2 people
Compile program
2 people
Gather technical requirements
2 people
Book catering
2 people
Reserve security
2 people
Reserve toilets
2 people
Reserve photographer
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Launch promotion campaign
2 people
Create floor plan
2 people
Develop the run sheet
2 people
Assign volunteers
2 people
Send artist information
Order wristbands and tickets
Confirm the technical schedule
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Set out drinks chilled
3 people
Prepare materials
4 people
Cordon off the area
4 people
Set up the stage
6 people
Connect the sound system
4 people
Hang the lighting rig
4 people
Connect power supply
3 people
Set up tents
6 people
Set up tables and chairs
4 people
Set up the bar
4 people
Set up the catering buffet
4 people
Check sanitary facilities
2 people
Hang up decorations
3 people
Put up signage
2 people
Set up the cloakroom
2 people
Set up the artist reception
2 people
Run the sound check
4 people
Stock backstage
2 people
Brief volunteers
2 people

Event

Staff the entrance
4 people
Staff the cloakroom
2 people
Welcome performers
2 people
Guide music program
2 people
Staff the bar
6 people
Serve snacks
4 people
Refill drinks
3 people
Refill buffet
3 people
Collect waste
3 people
Check toilets
2 people
Keep the grounds clean
3 people
Answer audience questions
2 people
Announce schedule changes
Escort the last visitors
3 people

Aftercare

Turn off the sound system
3 people
Close the bar
4 people
Clean up catering
4 people
Clean the grounds
6 people
Dismantle furniture
5 people
Take down tents
6 people
Dismantle the stage
6 people
Dismantle the lighting setup
4 people
Inventory materials
2 people
Dispose of waste
3 people
Wash dishes
3 people
Return borrowed items
2 people
Return rental items
2 people
Pay performers
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Stage
Party tentsqty 4
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 12
Coat racksqty 4
Crowd barriersqty 30
Coolersqty 8

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 4
XLR cablesqty 12
Instrument cablesqty 10
Power stripsqty 12
Extension cordsqty 12
Cable reelsqty 6
Stage stepsqty 2

Lighting

Stage lightsqty 8
Light standsqty 4
String lightsqty 10
Work lightsqty 4

Tableware

Reusable cupsqty 500
Platesqty 150
Cutlery setsqty 150
Wine glassesqty 80
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12
Refrigeratorsqty 3

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Directional signsqty 12
Program postersqty 20
Tableclothsqty 20
Wristbandsqty 500
Ticket rollsqty 3

Cleaning

Waste binsqty 6
Broom setsqty 4
Floor squeegeesqty 3
Bucketsqty 6
Cleaning cartsqty 2
Work glovesqty 12
Cleaning clothsqty 30

Catering

Groceries

Tips

Secure the date, location and permits before announcing the festival. Artist contracts, security, toilets and catering also need lead time, so confirm them before promotion starts.
Build the technical plan around the programme, not just the equipment list. Check microphones, DI boxes, monitor speakers, XLR cables, power distribution and lighting for every act, then put changeovers into the run sheet.
Set a clear volunteer structure before registrations open. Assign named people to entry, wristbands, artist support, bar service, waste and stage changes, with a backup for each critical role.
Plan the site for movement as well as appearance. Leave clear routes between the stage, crowd barriers, toilets, bar, food area and emergency access, and position work lights where the crew will pack down after dark.
Do the final stock and weather check during the last week, not on the morning itself. Chill drinks, count reusable cups and tableware, test power and cables, and prepare a wet-weather adjustment for tents and guest flow.

Frequently asked questions

How far in advance should I start organising a music festival?: Start at least 6 to 12 months ahead for a public festival. Use the first months for the date, location, permits, performers and suppliers; leave the final 2 weeks for confirmations, staffing and site details.
When should music festival artist contracts be finalised?: Aim to finalise contracts 3 to 6 months before the event, or immediately after an artist accepts. Send confirmed arrival times, technical requirements and the running order no later than 2 weeks before the festival.
How many toilets do I need for a music festival?: A practical starting point is 1 toilet per 75 to 100 guests for a short daytime event, with more capacity when alcohol is served or the festival lasts longer than 6 hours. Confirm the required ratio with your local authority and supplier.
When should I check the sound and lighting setup?: Complete a full equipment and power check at least 1 day before guests arrive. Schedule the final soundcheck and microphone, monitor and cable test several hours before the first performance so faults can be fixed without delaying the programme.

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.