Reggae Festival Checklist

A reggae festival needs more than a stage and a lineup. You have to secure the venue, permits, artists, sound system, power, toilets, security and first aid before promotion begins. This checklist takes you from the first booking through registrations, staffing and the final weather check. It also covers details that are often left too late, such as artist transport, dietary requirements, wristbands, chilled drinks and a printed run sheet.

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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

Reserve venue
Apply for permits
Book artists
2 people
Reserve equipment
Arrange catering
Reserve security
Reserve toilets
Reserve first aid supplies
Design festival branding
2 people
Write promotional copy
2 people
Publish event page
Send invitations
2 people
Start social promotion
Process registrations
2 people
Collect dietary requirements
Confirm artist transport
Print the run sheet
Assign staff
Confirm deliveries
Check the weather forecast
Sort wristbands
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people
Inspect the site
2 people
Check power outlets
2 people
Set up the stage
6 people
Set up sound equipment
4 people
Set up lighting equipment
3 people
Set up the tents
5 people
Set up tables and chairs
4 people
Set up the bar
4 people
Set up the catering buffet
4 people
Fill coolers
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Set up the entrance gate
3 people
Set up the first aid station
2 people
Set up the artists' dressing room
2 people
Perform sound check
4 people
Perform a lighting check
3 people

Event

Welcome artists
2 people
Open reception for attendees
5 people
Check tickets
4 people
Hand out wristbands
3 people
Manage crowd flow
3 people
Guide artists
2 people
Guide the performances
3 people
Play the music program
2 people
Serve drinks
5 people
Refill drinks
3 people
Serve snacks
4 people
Replenish catering supplies
2 people
Empty waste stations
2 people
Check toilets
2 people
Staff the first aid station
2 people
Carry out security
4 people
Make public announcements
Wrap up the final performance
3 people
See the audience out
5 people

Aftercare

Close the bar
4 people
Close catering
4 people
Switch off equipment
3 people
Clean the grounds
6 people
Dispose of waste
3 people
Wash dishes
3 people
Dismantle furniture
5 people
Remove decorations
3 people
Dismantle lighting equipment
3 people
Dismantle audio equipment
4 people
Dismantle the stage
6 people
Check borrowed items
2 people
Return materials
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 4
Beer tablesqty 20
Foldable tablesqty 10
Folding chairsqty 120
Bar stoolsqty 12
Crowd control barriersqty 20
Stage sectionsqty 12
Changing room benchesqty 4

Equipment

PA speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 12
Power stripsqty 10
Generator
Bar cash registersqty 3
Card machinesqty 4
Charging stationsqty 3
Refrigeratorsqty 4
Food warmersqty 4
Gas burnersqty 4
Roasting pansqty 4
Slicersqty 2

Lighting

LED spotlightsqty 8
String lightsqty 10
Work lightsqty 6
Cable matsqty 20

Tableware

Reusable drinking cupsqty 500
Wine glassesqty 80
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Serving plattersqty 20
Serving utensilsqty 20

Kitchen

Coolersqty 8
Drink dispensersqty 4
Thermos flasksqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Kitchen tongsqty 8
Ice packsqty 40

Decorations

Reggae flagsqty 12
Buntingqty 10
Bamboo matsqty 8
Tableclothsqty 20
Stage drapesqty 4
Balloon archesqty 3

Catering

Groceries

Cleaning

Waste binsqty 20
Waste binsqty 6
Broom setsqty 6
Litter pickersqty 6
Mopsqty 6
Bucketsqty 8
Cleaning glovesqty 12

Signage

Entrance signsqty 3
Toilet signsqty 4
First aid signsqty 2
Program postersqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 6
Flashlightsqty 8
Walkie-talkiesqty 12
Safety vestsqty 20
Emergency lighting kitsqty 4

Registration

Wristbandsqty 400
Ticket scannersqty 4
Receipt rollsqty 12
Clipboardsqty 8
Pensqty 40
Name stickersqty 100

Logistics

Roll containersqty 8
Hand trucksqty 3
Storage cratesqty 20
Ratchet strapsqty 12
Tarpaulinsqty 8
Toolboxesqty 3
Cable tiesqty 300
Duct tapeqty 12
Markersqty 12

Tips

Book the venue, permits, artists, security, toilets and first aid supplies before publishing the event page. These decisions affect your capacity, layout, budget and safety plan.
Confirm the full technical setup at least 7 days before the festival. Check the PA speakers, subwoofers, mixing console, microphones, DI boxes, cables, generator and cable mats together rather than as separate deliveries.
Set a firm deadline for dietary requirements, ideally 5 to 7 days before the event. Give the caterer the final number then, and keep a small buffer for late registrations and staff meals.
Prepare wristbands, staff assignments and the printed run sheet on the day before the festival. Sorting access materials and responsibilities early prevents queues at the entrance and confusion backstage.
Check the weather forecast 48 hours before opening and again on the morning itself. Use that check to decide where party tents, market stalls, lighting, seating and crowd-control barriers should go, and keep work lights available after dark.

Frequently asked questions

How far in advance should I organise a reggae festival?: Start planning at least 3 to 6 months ahead. Secure the venue, permits and artists first, then arrange equipment, catering, security, promotion and staffing in that order.
When should I book artists for a reggae festival?: Book the artists as early as possible, preferably 3 to 6 months before the event. Confirm arrival times, technical requirements and transport no later than 2 weeks before the festival.
How many reusable cups do I need for a reggae festival?: Plan for at least 1.5 to 2 reusable cups per expected guest, plus about 10% extra. The final number depends on your return and washing system, but a shortage creates queues quickly.
When should I confirm catering and dietary requirements?: Collect dietary requirements during registration and send the final count to catering 5 to 7 days before the event. Confirm delivery time, serving equipment and staff meals again 24 hours beforehand.

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.