Singer-Songwriter Festival Checklist: What to Arrange and When

A singer-songwriter festival depends on more than booking performers. You need a workable running order, reliable sound equipment, a prepared crew and a venue that supports both artists and visitors. Start with the date, venue and performer contacts, then move through the schedule, registrations, promotion and technical setup. This checklist also helps you catch commonly missed details, such as artist information, dietary requirements, cable safety, chilled supplies and backstage snacks.

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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
Contact performers
2 people
Finalize the entertainment schedule
2 people
Gather technical requirements
2 people
Work out the performance schedule
2 people
Confirm reservations
Send invitations
2 people
Process registrations
Post promotion online
2 people
Distribute posters
3 people
Collect dietary requirements
Send artist information
Create the crew schedule
2 people
Check visitor list
Inventory equipment
2 people
Draw stage layout
2 people
Create menu
Brief volunteers
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Pick up chilled goods
2 people
Set up artist rooms
2 people
Prepare snacks
3 people
Chill drinks
2 people
Prepare coffee station
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Set up the stage
4 people
Set up the sound system
3 people
Connect microphones
2 people
Hang lighting
3 people
Check power outlets
2 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up the registration desk
2 people
Set up the catering buffet
3 people
Set up the bar
3 people
Check toilets
Place waste stations
2 people
Welcome performers
2 people
Run the sound check
3 people
Set up catering for the crew
2 people
Staff the registration table
2 people
Welcome visitors
3 people
Distribute program
2 people
Serve coffee and tea
2 people
Support the first performance
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Tear down the performances
3 people
Announce performers
Keep the audience area clean
2 people
Empty trash bins
2 people
Clean toilets in between
Support the final performance
2 people
See visitors out
3 people
Close the register
2 people
Switch off equipment
2 people

Aftercare

Cover food and drinks
2 people
Dismantle Stage Equipment
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Sort leftover food
2 people
Inventory materials
2 people
Return borrowed items
2 people
Pay performers
Keep lost and found items
Respond to visitor messages
Archive photos and files

What to bring

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

Furniture

Stage sectionsqty 8
Party tentsqty 3
Beer tablesqty 10
Tablesqty 8
Chairsqty 120
Bar stoolsqty 8
Coat racksqty 2

Equipment

Speakersqty 4
Subwoofersqty 2
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 2
XLR cablesqty 12
Instrument cablesqty 10
Extension cordsqty 10
Power stripsqty 8
Laptop for music
Cash registersqty 2
Card machine
Walkie-talkiesqty 6
Power banksqty 6

Lighting

LED spotlightsqty 8
String lightsqty 6
Battery lanternsqty 8
Cable matsqty 12

Tableware

Glassesqty 150
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving spoonsqty 8

Decorations

Festival Flagsqty 30
Stage drapesqty 4
Program standsqty 6
Chalkboardsqty 4
Directional signsqty 10
Name badgesqty 40

Cleaning

Waste binsqty 12
Dustpans and brushesqty 4
Mopsqty 4
Bucketsqty 4
Toilet brushesqty 4
Laundry basketsqty 4

Catering

Groceries

Tips

Set the performance schedule before sending final artist information. Allow time between acts for changeovers, sound checks and unexpected delays rather than booking every minute.
Check the technical requirements for every performer at least two weeks before the festival. Confirm microphones, DI boxes, monitor speakers, instrument cables and enough XLR cables for the stage layout.
Prepare the crew schedule separately from the entertainment schedule. Give volunteers clear shifts for registration, artist rooms, food service, equipment checks and closing tasks, with at least one named backup.
Plan visitor comfort as carefully as the stage. Count chairs, tables, beer tables, coat racks, glasses and coffee cups against expected registrations, and arrange party tents or battery lanterns if weather or low light could affect the audience area.
Do the shopping only after checking the final visitor list and dietary requirements. Pick up chilled goods close to serving time, and prepare snacks in the artist rooms before performers arrive so no one has to leave during the programme.

Frequently asked questions

How far in advance should I organise a singer-songwriter festival?: Start at least 8 to 12 weeks ahead. Reserve the venue and contact performers first, then allow time for the schedule, promotion, registrations, technical checks and volunteer planning.
How much time should I allow between singer-songwriter sets?: Allow 15 to 30 minutes between sets, depending on the equipment changeover. A solo acoustic act may need less time, while acts using DI boxes, several microphones or monitor speakers need more.
What sound equipment does a singer-songwriter festival need?: Plan for speakers, a mixing console, microphones, microphone stands, monitor speakers, DI boxes and suitable XLR and instrument cables. Check each artist’s requirements before finalising the stage layout, and keep extension cords, power strips and cable mats available.
When should I check the weather forecast for an outdoor festival?: Check it 7 days before the event, again 48 hours before, and once more on the morning itself. Use those checks to confirm party tents, lighting, cable protection and any changes needed for the visitor area.

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.