Podcast festival checklist: what to arrange and when

A podcast festival needs more than a strong line-up. You have to coordinate hosts, speakers, moderators, registrations, room layouts and several audio setups without losing track of timing. Start with the date, venue and programme, then move through invitations, attendee information and technical checks. In the final week, confirm presentations, dietary requirements, equipment and the run sheet. This checklist gives you a practical order for getting the festival ready and opening the venue on 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
Create the program schedule
2 people
Select podcast hosts
2 people
Approach speakers
2 people
Finalize moderators
2 people
Check music rights
Request technical requirements
Make reservations
Create a registration form
Send invitations
2 people
Publish social media posts
Process registrations
Collect dietary requirements
Send confirmations
Create the final run sheet
2 people
Compile contact list
Create the layout of public areas
2 people
Prepare name badges
2 people
Print program leaflets
Collect presentations
Check equipment and cables
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open venue
2 people
Carry out the safety and evacuation route check
2 people
Set up the reception desk
2 people
Set up tables and chairs
4 people
Set up stage platforms
3 people
Hang the backdrop
2 people
Hang up decorations
2 people
Connect lighting and power
2 people
Connect microphones
2 people
Connect recording setup
2 people
Test presentations
2 people
Perform sound check
3 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Put out program brochures
Briefing for reception team
2 people
Brief the technical team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Announce the opening
Lead the first podcast session
3 people
Serve break drinks
3 people
Refill drinks
2 people
Supervise the second podcast session
3 people
Collect audience questions
2 people
Check the recordings
2 people
Lead the networking break
3 people
Serve snacks
3 people
Moderate the third podcast session
3 people
Support the audience recording
4 people
Keep the break area tidy
2 people
Moderate the fourth podcast session
3 people
Announce the closing
Serve the last drinks round
2 people
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Secure recording equipment
2 people
Switch off the equipment
2 people
Remove decorations
3 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
4 people
Clean the venue
3 people
Return materials
3 people
Return borrowed equipment
2 people
Store leftover catering
2 people
Back up recordings
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 170
Tablesqty 14
Bar stoolsqty 6
Reception desk
Stage panelsqty 3
Clothes racksqty 2

Tableware

Water glassesqty 180
Coffee cupsqty 120
Platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Serving traysqty 12

Equipment

Dynamic microphonesqty 8
Wireless microphonesqty 4
Microphone standsqty 8
Headphonesqty 8
Audio interfaceqty 2
Recording computersqty 2
Memory cardsqty 8
Laptop adaptersqty 4
Projectorsqty 2
Projection screensqty 2
Laptopsqty 2
Active speakersqty 4
Mixing consolesqty 2
DI boxesqty 2
Audio and power cablesqty 30
Cable traysqty 20
Extension cordsqty 12
Power stripsqty 12
Power banksqty 6

Lighting

LED panel lightsqty 8
Atmosphere lightsqty 12
Light standsqty 6

Decorations

Backdrop cloth
Podcast festival bannerqty 2
Tableclothsqty 14
Decorative plantsqty 8
Name badgesqty 180
Badge holdersqty 180
Directional signsqty 12
Flip chartsqty 3
Markersqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Serving bowlsqty 16
Scissorsqty 6
Bottle openersqty 6

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Lock the programme before sending invitations. Confirm hosts, speakers and moderators first, then build the schedule with realistic changeover time between sessions.
Ask every speaker for technical requirements and presentation files at least 7 days before the festival. Test laptops, adapters, microphones, mixers, DI boxes and cables against those requirements.
Close registration with enough time to prepare the room. Export the attendee list, collect dietary requirements and print name badges and programme folders at least 2 days before opening.
Create one final run sheet with session times, room assignments, speaker contacts and technical cues. Share it with moderators, hosts and the technical team no later than the day before.
Treat the venue setup as a timed operation, not a last-minute job. Bring furniture, signage, refreshments and equipment together, cool drinks before doors open, and allow a dedicated check for power and cable routes.

Frequently asked questions

How far in advance should I organise a podcast festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks to secure the date, venue, programme, hosts and speakers, leaving the final 7 days for confirmations, technical checks and printing.
When should podcast festival speakers send their presentations?: Set a deadline 7 days before the event. Collect the files early enough to test them on the actual laptops, projectors and adapters, rather than discovering compatibility problems during setup.
How many microphones do I need for a podcast festival?: Count microphones by the largest simultaneous panel or recording setup, then add at least 1 spare for the day. A panel with four speakers and one moderator therefore needs 5 working microphones, plus a backup if possible.
When should I prepare the podcast festival run sheet?: Prepare a working version during the final week and issue the final run sheet 24 hours before the event. Include session times, room locations, speaker contacts, technical cues and responsibilities for opening and transitions.

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