Pop Festival Checklist and Planning Guide

A pop festival needs more than a stage and a lineup. You need to secure the venue, permits, performers, sound, lighting, toilets, security, first aid and insurance before ticket sales gather pace. This checklist puts the work in a practical order, from the first bookings to the final site check. It also covers details that are easy to miss, such as artist transport, dietary requirements, cable safety, emergency lighting and volunteer roles.

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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

Set the festival date
2 people
Reserve venue
2 people
Apply for permits
2 people
Book performers
3 people
Book sound supplier
2 people
Book lighting supplier
2 people
Reserve security
2 people
Reserve toilets
Reserve the first aid team
Book catering
2 people
Take out festival insurance
Check artist contracts
2 people
Open ticket sales
2 people
Send invitations
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Arrange artist transport
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Print the run sheet
2 people
Check the weather forecast
Do the shopping
4 people
Check deliveries
3 people
Cordon off the area
4 people
Have the stage built
6 people
Connect the sound system
4 people
Connect the lighting system
4 people
Test power supply
3 people
Set up tents
6 people
Set up tables and chairs
5 people
Set up the bars
5 people
Set up food stands
5 people
Fill coolers
4 people
Hang up decorations
4 people
Put up directional signs
3 people
Lay out wristbands
2 people
Test cash registers
3 people
Set up the first aid station
2 people
Set up the artists' rooms
3 people
Run the sound check
5 people
Test light show
4 people
Give a security briefing
3 people
Give volunteer briefing
3 people

Event

Open audience entrance
6 people
Check tickets
6 people
Hand out wristbands
4 people
Support opening act
3 people
Welcome performers
2 people
Serve drinks
8 people
Serve food
8 people
Refill drinks
4 people
Empty trash bins
3 people
Check toilets
2 people
Monitor crowd flow
4 people
Tear down the performances
5 people
Support the host
2 people
Staff the photo booth
2 people
Host the final performance
4 people
Stagger audience departure
6 people
Close out the registers
3 people
Turn off music and lights
4 people
See off the artists
2 people
Close off the grounds
3 people

Aftercare

Collect waste
6 people
Clean the grounds
6 people
Clean bars
4 people
Wash dishes
4 people
Empty coolers
3 people
Remove decorations
4 people
Clear tables and chairs
5 people
Take down tents
6 people
Have the stage dismantled
6 people
Arrange pickup of sound and lighting
4 people
Inventory materials
3 people
Return borrowed items
3 people
Dispose of waste
3 people
Sort lost property
2 people
Hand over the venue
3 people
Process artist invoices
2 people

What to bring

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

Furniture

High tablesqty 20
Beer tablesqty 12
Folding chairsqty 80
Barsqty 3
Stage
Artist tablesqty 8
Artist chairsqty 24
Clothes racksqty 4
Crowd control barriersqty 30
Party tentsqty 6

Equipment

PA system
Mixing console
Stage speakersqty 4
Monitor speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 6
DI boxesqty 6
Instrument cablesqty 20
Cable reelsqty 10
Extension cordsqty 20
Spare batteriesqty 24
Card machinesqty 4
Cash boxesqty 4
Barcode scannersqty 2
Walkie-talkiesqty 12
Megaphonesqty 2

Lighting

LED spotlightsqty 12
Light standsqty 4
String lightsqty 8
Flashlightsqty 10
Emergency lightingqty 8

Tableware

Reusable cupsqty 500
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Coffee cupsqty 80
Serving plattersqty 20

Kitchen

Refrigeratorsqty 4
Coolersqty 8
Ice containersqty 6
Cutting boardsqty 8
Paring knivesqty 8
Pliersqty 12
Serving spoonsqty 12
Thermos flasksqty 8
Kettlesqty 3
Handwash sinksqty 4

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Directional signsqty 12
Program boardsqty 4
Tableclothsqty 20
Wristbandsqty 1200
Lanyardsqty 100

Cleaning

Waste binsqty 30
Waste binsqty 6
Broom setsqty 6
Floor squeegeesqty 4
Cleaning cartsqty 2
Toilet brushesqty 6
Cleaning clothsqty 30
Recycling binsqty 12

Catering

Groceries

Tips

Start with the date and venue, then allow several weeks for permits, insurance and supplier availability before announcing the festival. A confirmed date without a permitted site can delay every later booking.
Book technical suppliers early and confirm exactly what the stage requires: PA system, mixing console, stage and monitor speakers, microphones, DI boxes, cables, lighting and power extensions. Keep spare batteries and cable reels available for the changeovers.
Plan audience safety as part of the layout, not at the end. Position crowd control barriers, emergency lighting, flashlights, toilets, first aid and security access before the stage and bars are built.
Collect registrations and dietary requirements before placing the catering order. Confirm deliveries on the day, and check that reusable cups, plates, cutlery, wine glasses and serving areas match the expected attendance.
Print the run sheet and assign volunteers before the event week. On the final day, check the weather forecast, cordon off the area, inspect deliveries and walk through artist transport, stage access and the emergency route.

Frequently asked questions

How far in advance should I organise a pop festival?: Start planning at least 6 months before the festival, especially if you need permits, a venue, performers and multiple technical suppliers. Begin ticket sales only after the key suppliers and safety arrangements are confirmed.
What suppliers do I need for a pop festival?: Most pop festivals need sound, lighting, toilets, security, first aid, catering and performers. Book core suppliers at least 8 to 12 weeks ahead, then confirm delivery times and setup requirements during the final month.
When should I apply for a pop festival permit?: Apply as soon as the venue and date are fixed, ideally several months before the event. Permit requirements vary, but waiting until ticket sales or final setup can leave too little time to make changes.
How many volunteers do I need for a pop festival?: Set volunteer numbers according to the site, entrances, bars, information points and changeovers rather than attendance alone. Create roles and a written run sheet at least 2 weeks before the festival, then brief every volunteer before doors open.

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.