Street Art Festival Checklist

A street art festival needs more than artists and paint. You must secure the location, submit permits, build a workable program, prepare workshops and coordinate deliveries before the first mural starts. This checklist puts the work in a practical order, from confirming the date and inviting artists to setting out route signs, workshop kits and power equipment. Use it to track registrations, volunteer assignments, supplies and the details that are easy to leave until the last week.

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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 and location
2 people
Submit permits and notifications
Invite artists
2 people
Book workshops and acts
2 people
Send invitations
2 people
Publish the festival page
Process registrations
2 people
Collect dietary requirements
Make reservations
Collect artist details
2 people
Process workshop registrations
2 people
Compile program
2 people
Create floor plan
2 people
Post social media announcement
Send out the street performers letter
Assign volunteers
2 people
Confirm deliveries
Check the shopping list
2 people
Purchase art supplies
2 people
Pick up printed materials
Prepare route signs
2 people
Sort wristbands and wristbands
2 people
Prepare workshop kits
3 people
Prepare name badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Set out materials by zone
3 people

Event

Welcome artists
2 people
Cordon off the area
4 people
Set up tables
4 people
Set up chairs and stools
3 people
Build party tents
6 people
Set up artist booths
6 people
Set up workshop tables
4 people
Set up exhibition walls
4 people
Hang up decorations
3 people
Hang lighting
3 people
Display the art materials
4 people
Set up the information desk
2 people
Set up the registration desk
2 people
Test Sound System
2 people
Put up route signs
3 people
Conduct a safety check
2 people
Brief volunteers
2 people
Receive participants
3 people
Process registrations
3 people
Explain the program
Guide the live painting
3 people
Lead the workshops
6 people
Staff the artists' booths
8 people
Serve drinks
4 people
Serve snacks
4 people
Refill drinks
2 people
Empty trash bins
2 people
Keep worktables clean
2 people
Answer audience questions
2 people
Guide photo moments
Turn on evening lighting
Wrap up the final workshop
4 people
Guide the audience to the exit
3 people
Pack artworks safely
4 people
Handle the final round of drinks
2 people
Turn off music and lighting
2 people

Aftercare

Carefully take down the tents
6 people
Take down tables and chairs
4 people
Gather art supplies
4 people
Sort and dispose of waste
3 people
Clean the grounds
5 people
Clear away lights and cables
3 people
Wash dishes and supplies
3 people
Clear the info desk
2 people
Check borrowed items
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Chairsqty 80
Bar stoolsqty 12
Exhibition wallsqty 12
Clothes racksqty 4
High tablesqty 8

Equipment

Portable speakersqty 2
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Power banksqty 6
Coolersqty 6
Handheld megaphonesqty 2

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Art supplies

Spray paint colorsqty 40
Acrylic paint setsqty 12
Brushesqty 80
Paint rollersqty 24
Paint traysqty 24
Painter's canvasesqty 50
Drawing paperqty 500
Sidewalk chalk setsqty 30
Markersqty 80
Pencilsqty 100
Colored pencilsqty 60
Scissorsqty 30
Glue Sticksqty 60
Mixing palettesqty 30
Protective apronsqty 40
Tarpsqty 20
Masking tapeqty 30
Painter's tapeqty 20
Hanging hooksqty 100
Ropeqty 4
Work glovesqty 40

Decorations

Festival Flagsqty 30
Balloonsqty 100
Name badgesqty 100
Program postersqty 30
Route signsqty 12
Directional signsqty 20
Chalkboardsqty 8
Cocktail table coversqty 8

Tableware

Reusable cupsqty 600
Reusable platesqty 300
Reusable cutleryqty 300
Pouring jugsqty 12
Serving traysqty 10
Coffee potsqty 4
Teapotsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Storage binsqty 20
Ice spoonsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Marker conesqty 20
Crowd control barriersqty 20
Cable matsqty 12

Catering

Groceries

Tips

Submit permits and local notifications as early as possible, then allow at least 2–4 weeks for follow-up questions or requested changes before publishing the final festival details.
Collect artist profiles, workshop requirements and dietary information before compiling the program. Set a firm deadline at least 3 weeks before the festival so the floor plan and public page use final information.
Prepare one workshop kit per registered participant, plus 10% extra materials for late additions or spills. Pack paint, brushes, paper, canvases, chalk and cleanup supplies by workshop rather than in one shared box.
Test the power plan 1–2 days before opening. Check extension cords, power strips, portable speakers, microphones, lights and power banks at their actual positions, not only in storage.
Assign volunteers to fixed zones and shifts of 3–4 hours, including one person for artist arrivals, one for workshop check-in and one for deliveries. Print the route signs, wristbands and name badges before event morning.

Frequently asked questions

How early should I start planning a street art festival?: Start at least 3–6 months before the festival. Confirm the date and location first, then allow time for permits, artist invitations, workshop bookings, registrations and deliveries.
When should I submit permits for a street art festival?: Submit permits and notifications as soon as the location and date are confirmed, preferably 8–12 weeks before the event. Keep a 2–4 week buffer for revisions or questions from the authorities.
How much paint and workshop material do I need?: Plan one complete kit per registered workshop participant and add 10% extra for breakage, spills and late registrations. Divide materials into labelled kits so volunteers can distribute them without opening every supply box.
When should the street art festival floor plan be finished?: Complete the first floor plan about 4 weeks before the festival and lock it 7–10 days before opening. Use the final version to place tents, tables, exhibition walls, speakers, lights, workshop areas and route signs.

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.