Music festival checklist: what to arrange and when

A music festival depends on dozens of bookings and handovers, not just the lineup. Start with the venue, permits, insurance and artists, then lock in production, toilets, security, catering and volunteers. In the final week, confirm registrations, dietary requirements, weather, deliveries and artist details. Use this checklist to keep the work in sequence and avoid late gaps in power, lighting, waste collection or first aid.

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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 artists
2 people
Apply for permits
Check insurance
Reserve stage
Reserve sound system
Reserve lighting set
Compile program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect artist information
Schedule volunteers
2 people
Book catering
Reserve toilets
Arrange waste collection
Reserve security
Arrange first aid
Publish promotion
2 people
Check the weather forecast
Do the shopping
3 people
Check materials
3 people
Send artist briefing
Mark location
3 people
Set up the stage
6 people
Connect the sound system
4 people
Connect the lighting system
3 people
Test power supply
2 people
Set up tents
5 people
Set up tables
4 people
Set up chairs
4 people
Set up the entrance gate
3 people
Set up the bar
4 people
Set up the dining area
4 people
Hang decorations
3 people
Hang up the program
2 people
Chill drinks
3 people
Prepare snacks
4 people
Set out tableware
2 people

Event

Welcome performers
2 people
Guide the soundcheck
3 people
Staff the entrance
3 people
Welcome visitors
3 people
Announce the program
Serve drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Assist performers
2 people
Carry out stage changes
3 people
Monitor crowd safety
3 people
Wrap up the final performance
2 people
See visitors out
4 people

Aftercare

Turn off the sound equipment
2 people
Clear away drinks
3 people
Store food chilled
2 people
Collect waste
5 people
Wash dishes
3 people
Clean the venue
5 people
Clear tables and chairs
4 people
Remove decorations
3 people
Dismantle the stage
6 people
Pack up the sound system
4 people
Pack the lighting set
3 people
Inventory materials
2 people
Return borrowed items
2 people
Return the waste containers
Store leftover groceries
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 10
Chairsqty 120
Party tentsqty 4
Bar stoolsqty 12
Clothes racksqty 2

Tableware

Reusable cupsqty 300
Platesqty 200
Cutlery setsqty 180
Coffee cupsqty 80
Pitcherqty 6
Serving boardsqty 12

Equipment

Stage
Speakersqty 6
Mixer
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Generator

Lighting

Stage lightsqty 8
Atmosphere lightsqty 12
String lightsqty 8
Flashlightsqty 6

Kitchen

Refrigeratorsqty 3
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Ice packsqty 24

Decorations

Festival Flagsqty 20
Stage backdrop
Plate holdersqty 12
Directional signsqty 10

Cleaning

Waste binsqty 16
Mop setsqty 3
Bucketsqty 6
Hand broomsqty 4
Dustpan and brushqty 4
Cleaning sprayqty 6
Hand soap dispensersqty 8

Catering

Groceries

Tips

Book the venue, artists and main suppliers early, then apply for permits and check insurance before publishing the event. Allow at least 8–12 weeks for a small festival so missing approvals do not affect promotion.
Build the production plan around the stage: confirm the sound system, mixer, microphones, monitor speakers, DI boxes, lighting and power. Create a cable route and keep extension cords, power strips and cable trays out of public walkways.
Set a firm deadline for registrations and dietary requirements, ideally 7 days before the festival. Give the caterer one final guest count and make sure reusable cups, plates, cutlery and serving equipment match that number.
Schedule volunteers in shifts rather than relying on one group all day. Cover arrival, registration, artist support, bar or catering, waste checks and closing, with a named person responsible for each handover.
Check the weather forecast 48 hours before opening and again on the morning itself. Confirm party tents, refrigerators or coolers, lighting, flashlights, toilets, waste collection and first aid before the first artist arrives.

Frequently asked questions

How far in advance should I plan a music festival?: Allow at least 8–12 weeks for a small music festival, and longer if permits, several artists or complex production are involved. Secure the venue and headline bookings first, then work through suppliers and promotion.
When should I book the stage and sound system for a music festival?: Book the stage, speakers, mixer, microphones, monitor speakers and lighting as soon as the date and venue are confirmed, preferably 6–8 weeks ahead. Send the artist briefing after the technical setup is agreed.
How many drinks should I plan per festival guest?: For the first hour, plan roughly 2–3 drinks per person, then about 1 drink per person per hour. Adjust the stock for the event length, weather and whether coffee, catering or non-alcoholic options are available.
When should I confirm the final festival guest count?: Set the registration and dietary-requirement deadline 7 days before the event. Use that number to confirm catering, seating, reusable tableware, toilets and volunteer coverage, then check for late changes 48 hours 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.