Singer-songwriter festival checklist: plan it in the right order

A singer-songwriter festival depends on more than booking a few performers. You need a confirmed venue, a workable running order, reliable sound equipment, artist information and enough people to keep the day moving. Start with the date and venue, then lock in musicians and technical requirements before arranging catering, volunteers and visitor communications. Use this checklist to keep permits, weather plans, transport and printed programs from becoming last-minute problems.

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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 festival date
Reserve venue
Book musicians
2 people
Schedule performances
2 people
Collect artist information
Gather technical requirements
2 people
Determine artists' catering needs
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Send visitor information
Share the artist route
Check permits
Check insurance
Inform neighbors
Check the weather forecast
Make a bad-weather plan
2 people
Order catering
Do the shopping
2 people
Arrange beverage cooling
Reserve equipment
Arrange transport for the materials
Print the program
Make artist badges
Create signage
Print contact list
Prepare the cash register
2 people
Check first aid supplies

Event

Open venue
2 people
Build stage sections
4 people
Set up the sound system
3 people
Install lighting
2 people
Connect power supply
2 people
Set up instruments
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the bar
3 people
Set up the catering buffet
3 people
Chill drinks
2 people
Check sanitary facilities
Hang decorations
2 people
Hang up signage
2 people
Set up the artist reception
Run the sound check
3 people
Review performances
2 people
Staff the cash register
2 people
Welcome visitors
2 people
Distribute program
2 people
Assist performers
Announce performances
Coordinate stage changes
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
Keep the audience area clean
2 people
Serve artist meals
2 people
Support the final performance
2 people
See visitors out
2 people

Aftercare

Close the register
2 people
Tear down audio equipment
3 people
Dismantle lighting
2 people
Dismantle the stage
4 people
Pack instruments
2 people
Clear away furniture
3 people
Wash dishes
3 people
Store food safely
2 people
Collect waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Return materials
2 people
Return equipment
2 people
Collect lost and found items
Pay performers
Check supplier invoices

What to bring

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

Furniture

Stage sectionsqty 12
Stage steps
Tablesqty 12
Chairsqty 160
Bar stoolsqty 6
Clothes racksqty 2
Bollardsqty 12

Equipment

Mixing console
PA speakersqty 2
Stage monitorsqty 2
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Guitar standsqty 6
Keyboard standsqty 2
Music instrument cablesqty 12
Microphone cablesqty 12
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 12
Spare batteriesqty 24

Lighting

Stage spotlightsqty 6
String lightsqty 8
Work lightsqty 4
Light standsqty 4

Decorations

Festival Flagsqty 20
Stage drapesqty 4
Tableclothsqty 12
Program boardsqty 4
Artist badgesqty 20
Wristbandsqty 180
Directional signsqty 12

Tableware

Drinking glassesqty 220
Wine glassesqty 80
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Storage binsqty 12

Catering

Napkinsqty 500
Drink cratesqty 12
Lockable water jugsqty 8
Groceries

Cleaning

Waste binsqty 12
Trash bag holdersqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12
Toilet brushesqty 4
Hand soap dispensersqty 4
Paper displaysqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Flashlightsqty 4
Safety vestsqty 8

Administration

Cash register
Payment terminal
Cash box
Program flyersqty 220
Visitor listsqty 4
Pensqty 20
Clipboardsqty 6

Tips

Confirm the venue and festival date before booking the full line-up. Once the date is fixed, collect each artist’s set length, arrival time, contact details and technical requirements so the performance schedule can be built around real information.
Ask every musician about microphones, DI boxes, instrument cables, monitors and preferred stage setup at least 3–4 weeks before the festival. Keep spare batteries, extension cords and cable mats available; missing small technical items can delay the first performance.
Assign volunteers to specific jobs rather than creating one general volunteer pool. Cover artist arrivals, registration, stage changes, visitor questions and catering, with the final rota shared at least 7 days before the event.
Collect dietary requirements when registrations are processed and give the caterer one final headcount 5–7 days before the festival. Arrange beverage cooling early enough for the full service period, especially if drinks must be chilled before doors open.
Check permits, insurance, neighbours and the weather forecast in the final planning phase. Decide a bad-weather plan at least 3 days ahead, then print the program and visitor information once performance times and artist details are final.

Frequently asked questions

How far in advance should I book musicians for a singer-songwriter festival?: Aim to book the musicians 3–6 months before the festival, especially if several artists are performing. Request technical and hospitality information immediately after each booking, and confirm the final schedule at least 2 weeks before the event.
What sound equipment do I need for a singer-songwriter festival?: Plan for a mixing console, PA speakers, stage monitors, microphones, stands, DI boxes and instrument cables. Confirm the artists’ exact requirements 3–4 weeks beforehand, then reserve backup cables, spare batteries and enough power strips and extension cords.
When should I recruit volunteers for a singer-songwriter festival?: Recruit volunteers at least 4–6 weeks before the festival and assign their roles no later than 7 days before it. Include separate cover for artist arrivals, registration, stage changes, visitor information and catering.
When should I make a bad-weather plan for an outdoor music festival?: Create the plan at least 3 days before the festival, using the weather forecast and the venue’s available indoor or covered space. Communicate any changes to artists, volunteers and visitors as soon as the decision is made.

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