Story festival checklist: what to arrange and when

A story festival needs more than a programme and a few microphones. You need to confirm the venue, check story rights and permits, build a workable schedule, and give narrators and volunteers clear assignments. Registrations, dietary requirements and route information should be settled before the final week. This checklist also covers the details people often leave too late: testing wireless microphones, printing booklets and badges, chilling drinks, and setting up seating and signage.

Organize this event for free with Lizzt

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
Compile program
3 people
Assign narrators
2 people
Make reservations
Check permits
Check insurance
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Print the run sheet
Share route directions
Publish the program online
Prepare name badges
2 people
Print program booklets
2 people
Create signage
2 people
Check story rights
Test the equipment
2 people
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Receive chilled products
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware
2 people
Sort materials
3 people

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up kids' corner
2 people
Hang decorations
3 people
Set up signage
2 people
Set up the sound system
2 people
Test microphones
2 people
Mark presentation areas
2 people
Welcome the storytellers
2 people
Brief the storytellers
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Lead the opening story
2 people
Make program announcements
Guide storytellers
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Supervise children's activities
3 people
Collect audience questions
Guide the photo moment
Check break areas
2 people
Check toilets
2 people
Empty trash bins
2 people
Guide the closing story
2 people
Wave goodbye to visitors
3 people
Turn off the sound equipment
2 people

Aftercare

Collect tableware
3 people
Clean up catering
3 people
Take down decorations
2 people
Take down chairs and tables
4 people
Dismantle the technical setup
2 people
Sort waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Return lost property
Archive photos and files

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 8
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Changing room screen
Child seatsqty 12
Umbrella binsqty 2
Clothes hangersqty 80
Storage cratesqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 150
Cake platesqty 120
Forksqty 150
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 20
Serving tongsqty 10
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Coolersqty 6
Ice cube traysqty 4
Aluminum foilqty 4
Food storage containersqty 12

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Mixer
Microphone standsqty 3
Laptop
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4
Walkie-talkiesqty 8
Charging stationsqty 2
Printer
Printer paperqty 4
USB sticksqty 3
Spare batteriesqty 24

Lighting

LED lanternsqty 12
String lightsqty 8
Batteriesqty 24

Decorations

Fabric table runnersqty 12
Buntingqty 10
Decorative cushionsqty 30
Chalkboardsqty 8
Chalk markersqty 12
Table décorqty 12
Photo backdrop
Clothes hangersqty 60
Name badgesqty 150
Badge holdersqty 150
Pensqty 40
Permanent markersqty 12
Tapeqty 8
Double-sided tapeqty 6
Ropeqty 4
Scissorsqty 8
Poster puttyqty 6
Program bookletsqty 150
Wristbandsqty 150

Catering

Groceries

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 6
Microfiber clothsqty 20
Paper towelsqty 12

Tips

Set the programme before inviting people. Allow time between sessions for audience movement, microphone changes and questions, then assign each story to a named narrator rather than leaving gaps in the running order.
Check rights, insurance and permits as soon as the date and location are confirmed. Do not wait until the final week to discover that a story, recording arrangement or venue activity needs approval.
Close registrations several days before the festival and turn the responses into practical numbers. Use the final count for name badges, programme booklets, chairs, dietary requirements and the amount of food and drink to prepare.
Test the active speakers and wireless microphones in the actual room at least one day before the festival. Check batteries, cables and speaker placement, and print a paper run sheet even if the programme is also online.
Plan the room as carefully as the stage: place the registration desk near the entrance, provide coat racks and clear signs, and arrange tables, chairs, stools and child seats before volunteers arrive. Receive chilled products early enough to chill drinks before guests come in.

Frequently asked questions

How far in advance should I organise a story festival?: Start at least 8 to 12 weeks ahead if you need a venue, narrators, volunteers and registrations. Confirm the date and location first, then build the programme, check permissions and open registration.
When should I send story festival invitations?: Send invitations around 4 to 6 weeks before the festival, once the date, location and main programme are confirmed. Set a registration deadline several days before the event so you can collect dietary requirements and print badges and booklets.
How many volunteers do I need for a story festival?: Plan at least one volunteer for registration and one for room or speaker support, then add one volunteer per busy entrance or parallel session. For a small festival, four to six people usually gives enough cover for arrivals, transitions and breaks.
When should I test the microphones and chill the drinks?: Test the speakers and wireless microphones at least one day before the festival, in the room where they will be used. Receive chilled products early enough to cool them before doors open, rather than relying on a last-minute ice run.

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.