Music festival checklist: what to arrange and when

A music festival needs more than booked performers and a stage. You need permits, insurance, a technical rider, volunteers, power, crowd control, food and a clear run sheet. Start with the date and location, then lock in artists and suppliers before opening registrations. In the final week, confirm deliveries, print programs, sort wristbands and check the forecast. On the day, inspect the site before setting up sound, lighting, stalls and barriers.

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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
2 people
Collect the technical rider
Apply for permits
2 people
Take out insurance
Make reservations
2 people
Create festival schedule
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Develop the run sheet
2 people
Align emergency plan
3 people
Check the weather forecast
Confirm deliveries
2 people
Order groceries
2 people
Sort wristbands
2 people
Print programs
Inspect the site
3 people
Pick up groceries
2 people
Fill coolers
3 people
Set up the stage
6 people
Set up the sound system
4 people
Set up lighting
3 people
Securely finish cables
3 people
Set up the tents
5 people
Set up tables and chairs
4 people
Set up the bar
4 people
Set up food stall
4 people
Set up the entrance
3 people
Hang up decorations
3 people
Place waste stations
2 people
Check toilets
2 people
Welcome performers
2 people
Run the sound check
4 people
Prepare catering
5 people
Set out the crew meals
2 people
Briefing for entrance staff
3 people
Brief bar staff
3 people
Safety team briefing
4 people

Event

Open the public entrance
4 people
Check Visitors
4 people
Hand out wristbands
3 people
Hand out programs
2 people
Carry out the music program
6 people
Assist performers
2 people
Carry out stage changes
4 people
Open bar
4 people
Serve drinks
5 people
Refill drinks
3 people
Serve snacks
4 people
Stock the food stall
3 people
Serve crew meals
2 people
Inform the audience
2 people
Check toilets
2 people
Empty trash bins
3 people
Count beverage stock
2 people
Operate the light show
2 people
Support the final performance
3 people
Guide the audience to the exit
4 people
Close the bar
4 people
Turn off the sound
2 people

Aftercare

Cordon off the stage
3 people
Clean up the venue
8 people
Dispose of waste separately
4 people
Wash dishes
3 people
Clean the bar
3 people
Clean food stall
3 people
Take down tents
5 people
Clear tables and chairs
4 people
Dismantle the sound system
4 people
Take down the lights
3 people
Clean the grounds
6 people
Inventory materials
2 people
Return borrowed items
2 people
Return equipment
3 people
Store the decorations
2 people
Pay suppliers
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 120
Bar stoolsqty 12
High tablesqty 12
Party tentsqty 6
Stage sectionsqty 12
Crowd barriersqty 30

Equipment

Speakersqty 6
Subwoofersqty 2
Mixing consolesqty 2
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Monitor speakersqty 4
Headphonesqty 4
Music cablesqty 20
Extension cordsqty 12
Power stripsqty 12

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 6
Flashlightsqty 8

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Barrier tapeqty 6
Balloonsqty 100
Tableclothsqty 18

Tableware

Reusable cupsqty 400
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 6
Cooking suppliesqty 2
Food warmersqty 4

Catering

Cash boxesqty 2
Menu boardsqty 4
Cooling matsqty 12
Wristbandsqty 250
Name stickersqty 80
Napkin holdersqty 12
Groceries

Cleaning

Waste binsqty 16
Mop setsqty 4
Broom setsqty 4
Cleaning spongesqty 12
Hand broomsqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12
Safety vestsqty 12
Earplugsqty 250

Communication

Walkie-talkiesqty 8
Megaphone
Information boardsqty 8
Directional signsqty 12

Tips

Set the date and location before booking performers or sending invitations. Allow enough lead time for permits, insurance and any required site reservations.
Request every performer’s technical rider as soon as they are booked. Use it to check speakers, subwoofers, mixing consoles, microphones, DI boxes, monitor speakers, cables and power requirements.
Build the schedule around soundcheck, changeovers and meal breaks, not only performance times. Put the detailed run sheet in the hands of stage, sound, volunteer and emergency leads before the festival day.
Assign volunteers to specific shifts and areas rather than recruiting a general pool. Confirm who handles registrations, wristbands, deliveries, coolers, guest needs and emergency communication.
Inspect the site before unloading equipment. Check stage sections, crowd barriers, tents, extension cords, power strips, lighting stands and cable routes, then fill coolers and set out reusable cups, plates and cutlery after the main setup is safe.

Frequently asked questions

How far in advance should I start planning a music festival?: Start at least 6 months before the festival if you need performers, permits, insurance and multiple suppliers. Begin with the date and location, then book artists and submit permit applications before promoting registrations.
When should I collect technical riders from festival performers?: Request each technical rider immediately after confirming the booking, ideally 8 to 12 weeks before the event. Review the requirements before ordering or renting sound equipment, lighting, microphones and power supplies.
How many volunteers do I need for a music festival?: Plan one volunteer for each active duty position per shift, then add 10% to 20% for breaks, absences and last-minute tasks. Assign roles at least 2 weeks ahead and include registration, wristbands, deliveries, guest support and emergency communication.
When should I check the weather forecast for an outdoor music festival?: Check it 7 days before the event, again 48 hours before, and once more on the morning itself. Use the forecast to confirm tents, lighting, site access, delivery timing and any changes to the emergency plan.

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.