Pop festival checklist: what to arrange and when

A pop festival depends on more than booking performers and putting up a stage. You need permits, noise notifications, technical details, power, toilets, security, first aid and a clear artist schedule before guests arrive. This checklist covers the full planning sequence, from confirming the date and site to assigning volunteers and preparing wristbands and signage. Use it to spot the details that are easy to leave until the final week.

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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 a festival permit
Submit noise notification
Book performers
2 people
Confirm artist travel
Collect the technical rider
2 people
Book catering
2 people
Reserve security
Reserve first aid
Reserve toilets
Reserve power supply
2 people
Reserve stage and equipment
2 people
Take out insurance
Work out the floor plan
2 people
Create the artist schedule
2 people
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve parking spaces
Book shuttle service
Launch promotion campaign
2 people
Order wristbands
Order signs and wayfinding
Assign volunteers
2 people
Print the run sheet
Send performer information
Check the weather forecast
Do the shopping
4 people
Check materials
3 people
Cordon off the area
4 people
Have the stage built
6 people
Set up the sound system
5 people
Set up lighting
4 people
Connect power
3 people
Set up tents
5 people
Set up tables and chairs
5 people
Set up bar and serving points
5 people
Fill coolers
4 people
Prepare snacks
5 people
Set out tableware and cutlery
3 people
Hang up decorations
4 people
Set up signage
3 people
Set up entrance gates
4 people
Set up the first aid station
2 people
Hold crew briefing
8 people

Event

Welcome artists
3 people
Guide the soundcheck
4 people
Welcome visitors
6 people
Hand out wristbands
4 people
Guide visitor flow
4 people
Announce the opening act
Serve drinks
6 people
Serve snacks
5 people
Refill drinks
3 people
Restock the buffet
3 people
Empty trash bins
3 people
Check toilets
2 people
Coordinate stage changes
3 people
Monitor crowd safety
4 people
Guide artists
2 people
Announce the final performance
Guide the exit flow
6 people
Process final orders
4 people
Turn off the music and power
3 people

Aftercare

Collect tableware
4 people
Clean the bar and kitchen
5 people
Clean up the venue
8 people
Sort waste
4 people
Collect lost and found items
2 people
Secure cash
2 people
Have the technical setup dismantled
5 people
Have the stage dismantled
6 people
Dismantle tents and furniture
5 people
Clean the grounds
6 people
Inventory materials
2 people
Return rental items
3 people
Wash dishes
4 people
Have waste removed
2 people
Register lost and found items
Check out the artists
2 people

What to bring

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

Furniture

Party tentsqty 6
High tablesqty 20
Beer tablesqty 20
Folding chairsqty 120
Bar stoolsqty 24
Stage
Bar countersqty 4

Tableware

Reusable cupsqty 800
Platesqty 600
Cutlery setsqty 600
Coffee cupsqty 100
Serving plattersqty 30

Equipment

Speakersqty 8
Mixing console
Microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 4
DI boxesqty 6
XLR cablesqty 20
Cable reelsqty 8
Power stripsqty 12
Generator
Coolersqty 8
Cash register terminalsqty 4
Walkie-talkiesqty 12

Lighting

LED work lightsqty 12
Stage spotlightsqty 8
String lightsqty 10
Battery lampsqty 20

Decorations

Buntingqty 12
Festival bannersqty 8
Table décorqty 20
Wristbandsqty 700
Name badgesqty 100
Directional signsqty 20
Program postersqty 30

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Food warmersqty 8
Refrigeratorsqty 2
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8

Cleaning

Waste binsqty 20
Cleaning bucketsqty 6
Floor squeegeesqty 4
Broomsqty 8
Dustpan and brushqty 6
Hand soap dispensersqty 12
Paper towel dispensersqty 12

Safety

Crowd barriersqty 40
Traffic conesqty 30
Fire extinguishersqty 8
First aid kitsqty 3
Vestsqty 30
Flashlightsqty 12

Catering

Groceries

Tips

Start with the site and permissions. Confirm the date and location first, then allow time for the festival permit and noise notification before committing to a final public programme.
Collect each performer’s technical rider as soon as they are booked. Check microphones, monitor speakers, DI boxes, XLR cables, the mixing console and power requirements against the stage setup.
Plan power as a separate workstream, not as an afterthought. Confirm whether the venue can supply enough electricity for sound, lighting, bars and catering, or reserve a generator and cable reels early.
Build the guest flow into the floor plan. Include the stage, bar counters, party tents, toilets, parking, shuttle drop-off, volunteer points and clearly visible wayfinding signs before ordering materials.
Give volunteers timed assignments rather than general instructions. Share the artist schedule, arrival information, walkie-talkie arrangements and handover times at least 7 days before the festival.

Frequently asked questions

How far in advance should I organise a pop festival?: Start planning at least 6 to 9 months ahead for a public pop festival. Use the first 4 to 6 weeks to confirm the date, site, permit route, performers and core suppliers before launching promotion.
When should I apply for a pop festival permit?: Apply as soon as the date and location are confirmed, ideally 3 to 6 months before the event. Check the local deadline first, because permit processing and a noise notification can take several weeks.
How many volunteers do I need for a pop festival?: The number depends on attendance and the site layout, but assign separate coverage for entry, artist support, bar or catering, guest questions and site changes. Publish the rota at least 7 days ahead and keep a reserve for no-shows.
When should I book toilets, security and first aid?: Reserve toilets, security and first aid once the date, location and expected attendance are known, preferably 8 to 12 weeks before the festival. Confirm arrival times, access routes and the exact coverage period no later than 2 weeks before the event.

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.