Music Festival Checklist: What to Arrange and When

A music festival depends on dozens of arrangements coming together in the right order. Start with the date, location, permits and insurance, then secure performers, sound, lighting, security and first aid before opening registration. As the event gets closer, confirm catering, toilets, parking, volunteers, dietary requirements and the running order. This checklist also covers the equipment people often arrange too late, from power distribution and cable protection to backstage furniture and reusable cups.

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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
Apply for permits
Take out insurance
Book performers
2 people
Confirm artist contracts
Book sound company
Book the lighting company
Reserve security
Arrange first aid
Reserve toilets
Book catering
2 people
Reserve parking spaces
Compile program
2 people
Create festival name and brand identity
2 people
Develop promotion plan
2 people
Publish event page
Send invitations
2 people
Launch the social media campaign
2 people
Process registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Send artist information
Check the weather forecast
Buy groceries
3 people
Check materials
3 people
Mark location
3 people
Clean the grounds
4 people
Build the stage and tents
6 people
Set up the sound system
4 people
Set up lighting
3 people
Connect power supply
3 people
Set up crowd barriers
4 people
Set up tables and chairs
4 people
Set up bar and serving points
4 people
Set up food stands
4 people
Hang up decorations
3 people
Put up directional signs
2 people
Set up the first aid station
2 people
Check toilets
2 people

Event

Welcome performers
2 people
Guide the soundcheck
3 people
Set up the cash register and wristbands
3 people
Open the public entrance
4 people
Welcome visitors
4 people
Announce the program
Serve drinks
5 people
Serve snacks and meals
6 people
Refill drinks
3 people
Empty trash bins
2 people
Check toilets periodically
2 people
Keep the audience area clean
3 people
Take care of artists backstage
2 people
Guide the performances
2 people
Operate lighting
Check the sound level
End final performance
2 people
Guide the exit
4 people
Close the register
2 people
See off the artists
2 people

Aftercare

Switch off equipment
3 people
Collect waste
5 people
Wash dishes and glassware
4 people
Clean up the venue
6 people
Clean the venue
4 people
Dismantle stage and tents
6 people
Arrange for the sound equipment to be picked up
2 people
Have lighting equipment picked up
2 people
Have the fences and toilets collected
2 people
Inventory materials
2 people
Return borrowed items
2 people
Process lost property
Collect invoices

What to bring

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

Furniture

Stage
Party tentsqty 4
Beer tablesqty 12
Folding chairsqty 80
Bar matsqty 4
Backstage tablesqty 4
Backstage benchesqty 6

Equipment

Speakersqty 6
Mixing console
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 4
Musical instruments
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Generator
Cash registersqty 2
Card machinesqty 3
Walkie-talkiesqty 8
Power banksqty 6

Lighting

Stage lightsqty 8
Mood lightingqty 12
Work lightsqty 4
Light standsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 500
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water glassesqty 100

Kitchen

Coolersqty 8
Drink dispensersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 6
Serving utensilsqty 12
Cooling racksqty 6

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Wayfinding signsqty 12
Program postersqty 20
Wristbandsqty 500

Cleaning

Waste binsqty 20
Dustpan and brushqty 6
Broomqty 6
Mop setsqty 4
Cleaning bucketsqty 6
Cleaning cartqty 2

Catering

Groceries

Tips

Set the date and location before confirming performers or suppliers. Permit applications, insurance and artist contracts can take several weeks, so keep written confirmations for every booking.
Build the technical plan around the stage and power supply, not just the headline acts. Confirm the sound company’s speakers, mixing console, microphones, monitors, DI boxes, extension cords and generator requirements at least 2–4 weeks before the festival.
Create one site plan showing the stage, lighting, tents, bar, toilets, parking, first-aid point and cable routes. Use cable trays where people walk, and arrange work lights and flashlights for setup, teardown and low-light areas.
Freeze the programme and volunteer rota 7–10 days before opening. Send artists their arrival, soundcheck and performance information, then print the run sheet so volunteers are not relying on phone messages.
Order catering and drinks using confirmed registration numbers and dietary requirements. Check reusable cups, plates, cutlery, coffee cups, water glasses, coolers and drink dispensers 3–5 days before the event, rather than discovering shortages during setup.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 6 months ahead for a small festival and 9–12 months ahead for a larger one. Secure the date, location, permits, insurance, performers and key production suppliers first.
When should I book sound and lighting for a music festival?: Book sound and lighting as soon as the performers and stage requirements are known, ideally 3–6 months before the event. Finalise the equipment list, power plan and site access details 2–4 weeks before setup.
How many toilets do I need for a music festival?: Use your expected attendance, event duration and alcohol service to calculate the toilet requirement with your supplier. Confirm the number, delivery time, servicing plan and placement at least 4–6 weeks before the festival.
When should I recruit music festival volunteers?: Recruit volunteers 6–8 weeks before the event and assign roles 2–3 weeks later. Send the final rota, contact details and arrival instructions no later than 7–10 days before opening.

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.