Music festival checklist: what to arrange and when

A music festival needs more than a stage and a timetable. You need a workable site plan, confirmed performers, permits, ticketing, volunteer cover, power, sound, lighting and a clear route for the audience. Start with the date, location and legal requirements, then build the programme and supplier schedule around them. In the final weeks, check technical equipment, weather plans, artist information, tickets and stock so problems are found before opening time.

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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
Book performers and DJs
2 people
Check permits
2 people
Confirm insurance
Make reservations
2 people
Collect artist information
Create schedule and timetable
2 people
Send invitations
2 people
Open online ticket sales
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
2 people
Recruit volunteers
2 people
Create volunteer shifts
Archive artist contracts
Create a site map
2 people
Develop audience routing
2 people
Determine emergency exits
2 people
Check the weather forecast
Order stage and equipment
2 people
Check the shopping list
2 people
Buy stock of shelf-stable products
3 people
Sort wristbands and tickets
2 people
Send artist briefing
Clear the site
4 people
Have the stage built
6 people
Install sound and lighting
5 people
Set up tents and fences
6 people
Connect power supply
3 people
Set up tables and chairs
4 people
Set up the bar and serving area
4 people
Hang up decorations
3 people
Set up crew area
2 people
Fill coolers
3 people
Prepare snacks
4 people
Restock sanitary facilities
2 people
Perform the technical sound check
4 people
Welcome performers
2 people
Set up backstage
3 people
Brief volunteers
2 people
Test cash registers and scanners
2 people
Set up the entrance and queue
3 people
Set out food and drinks
4 people
Carry out opening check
3 people

Event

Welcome visitors
6 people
Scan Tickets
4 people
Hand out wristbands
3 people
Support first performances
3 people
Serve drinks
5 people
Serve snacks
4 people
Refill drinks
3 people
Replenish Food and Tableware
3 people
Coordinate stage changes
3 people
Take care of artists backstage
2 people
Keep the audience area clean
3 people
Empty trash bins
3 people
Check toilets
2 people
Announce the stage program
Register lost property
Support the final performance
3 people
Guide the exit flow
5 people
Close the bar and cash register
3 people
Shut down equipment safely
3 people

Aftercare

Clear the stage and grounds
6 people
Take down tents and fences
6 people
Dismantle sound and lighting
5 people
Collect furniture
4 people
Collect litter across the site
5 people
Wash dishes and supplies
3 people
Clean the bar and kitchen
4 people
Clean the restrooms
3 people
Leave the site clean
4 people
Count inventory
2 people
Store leftover food
2 people
Return equipment
3 people
Return furniture
3 people
Hand over the keys and site
2 people
Handle lost property
Collect supplier invoices
Respond to visitor messages

What to bring

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

Furniture

Stage
Party tentsqty 4
High tablesqty 20
Beer tablesqty 12
Benchesqty 24
Bar matsqty 4
Countersqty 3
Clothes racksqty 2

Equipment

Speakersqty 6
Subwoofersqty 2
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Stage monitorsqty 4
Audio cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Generator
Cable traysqty 20
Gaffer tapeqty 8
Walkie-talkiesqty 8
Ticket scannersqty 4
Cash registersqty 3
Payment terminalsqty 3
Crowd barriersqty 30
Rolls of barrier tapeqty 6
Traffic conesqty 12
First aid kitsqty 3
Flashlightsqty 8
Fire extinguishersqty 6

Lighting

LED spotlightsqty 12
Light standsqty 4
Mood lightingqty 8
Battery lanternsqty 10

Tableware

Reusable cupsqty 700
Wine glassesqty 80
Platesqty 300
Cutlery setsqty 300
Small bowlsqty 40
Serving traysqty 20

Kitchen

Coolersqty 8
Drink cratesqty 12
Food warmersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 12
Serving spoonsqty 12
Thermos flasksqty 6
Water jugsqty 12

Decorations

Festival Flagsqty 12
Buntingqty 20
Stage drapesqty 4
Menu boardsqty 8
Route signsqty 12
Program boardsqty 4

Cleaning

Waste binsqty 20
Waste binsqty 6
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 6
Broom setsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Lock in the date and location before booking performers or suppliers. Permit requirements, insurance, power access and audience capacity can change what the site can support.
Create the timetable and audience routing before placing the stage, bars, tents and tables. Mark emergency exits clearly, then brief volunteers and artists using the same site map.
Confirm technical requirements with every performer at least 2–3 weeks before the festival. Check microphones, DI boxes, monitors, cables, extension cords, lighting and the generator against the stage schedule.
Open online ticket sales early enough to process registrations and dietary requirements before ordering stock. Sort wristbands and tickets in batches, and test ticket scanners and payment terminals before doors open.
Assign volunteer shifts with named handovers for admissions, artist support, safety and site clearance. Check the weather 24 hours before opening and have a specific decision time for tents, lighting, power and cancellations.

Frequently asked questions

How far in advance should I organise a music festival?: Start planning at least 6 months ahead for a small festival and earlier if permits, multiple performers or complex production are involved. Aim to have the date, location, insurance and main artists confirmed first.
When should I book music festival performers and DJs?: Book headline performers as soon as the date and budget are fixed, preferably 4–6 months before the festival. Collect technical and hospitality information immediately so the stage plan and artist briefing are accurate.
How much sound and lighting equipment does a music festival need?: The requirement depends on the site, audience size and programme, but each act should have its input list, microphones, DI boxes, monitors and cable plan confirmed at least 2–3 weeks beforehand. Test the sound system, lighting, generator and cable runs before opening day.
When should I check the weather for a music festival?: Check the forecast 7 days out for planning and again 24 hours before the event for operational decisions. Use the final check to confirm tents, lighting, power, audience routing, staff clothing and any changes to the timetable.

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.