Story Festival Checklist

A story festival needs more than confirmed storytellers and a printed programme. You also need a clear running order, suitable reading corners, working microphones, route signs and enough coffee, soup and tableware for the audience. Work backwards from the festival date: secure the venue first, then confirm contributors, open registration and finalise catering. Use this checklist to keep preparation, room setup and the final technical check in the right order.

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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 date and program
2 people
Confirm storytellers and authors
2 people
Reserve the venue and rooms
Check permits and notifications
Send invitations
2 people
Announce the festival online
Process registrations
Collect dietary requirements
Create the final visitor list
Print the program and route signs
2 people
Prepare name badges
2 people
Calculate catering quantities
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Send storyteller briefing
Bring materials to the venue
3 people
Check the venue
2 people

Event

Set up tables and chairs
4 people
Set up reading corners
3 people
Set up the reception desk
2 people
Hang decorations
2 people
Set up lighting and ambient lighting
2 people
Test sound equipment
2 people
Set out microphones
Prepare coffee and tea
2 people
Set up the buffet and drinks
3 people
Staff the reception desk
2 people
Register visitors
2 people
Explain the program
Lead the first storytelling round
2 people
Refill drinks
2 people
Serve break snacks
3 people
Lead the second storytelling round
2 people
Serve the evening buffet
4 people
Keep tableware and tables tidy
2 people
Support the evening program
2 people
Wrap up the final storytelling round
See visitors out
2 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Take down tables and chairs
4 people
Collect and sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Stoolsqty 12
Tableclothsqty 12
Coat racksqty 3

Equipment

Wireless microphonesqty 3
Speakersqty 2
Mixer
Microphone standsqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Spare batteriesqty 12

Lighting

LED lampsqty 8
String lightsqty 4
Extension cordsqty 2

Decorations

Story Postersqty 12
Buntingqty 8
Table décorqty 12
Chalkboardsqty 6
Chalk markersqty 12
Book standsqty 8
Name badgesqty 100
Pensqty 30
Program flyersqty 110

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 100
Soup bowlsqty 90
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12

Kitchen

Food warmersqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Bread knivesqty 3
Soup ladlesqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before announcing the festival. Confirm every storyteller or author, assign each session to a room, and leave at least 10 minutes between sessions for movement and questions.
Close registrations early enough to create a final visitor list. Send dietary requirements to the catering team at least 7 days before the festival, then print badges, programmes and route signs from the final numbers.
Test the sound system in the actual rooms on the day, not just at home. Check each wireless microphone, speaker, mixer, stand, extension cord and spare battery before the first audience member arrives.
Plan room flow as well as seating. Put the reception desk near the entrance, mark reading corners clearly with posters or chalkboards, and keep coat racks and route signs visible from the main walkway.
Buy non-perishable supplies first and collect fresh produce close to the event. For the opening hour, plan roughly 2 to 3 drinks per person; count cups, glasses, plates, bowls and cutlery against the final visitor list.

Frequently asked questions

How far in advance should I organise a story festival?: Start at least 8 to 12 weeks ahead. Confirm the date, programme, storytellers, authors and venue first; open registration only after the rooms and session times are fixed.
When should I confirm storytellers and authors?: Aim to confirm them 6 to 8 weeks before the festival. Send the final storyteller briefing 7 days before the event, including arrival time, room, session length and sound requirements.
How much catering do I need for a story festival?: Base quantities on the final visitor list and add about 10% for late changes or staff. For the first hour, allow 2 to 3 drinks per person, then match plates, soup bowls, cups, glasses and cutlery to the same headcount.
When should I test the microphones and lighting?: Complete a full sound and lighting test on the festival day, at least 2 hours before doors open. Test every microphone and speaker in its room, check extension cords and power strips, and keep spare batteries available.

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