Street festival checklist: what to arrange and when

A street festival involves more than booking performers and putting out market stalls. You need to secure the street, permits, insurance, power, suppliers and volunteers early enough that the final week is about checking, not chasing. This checklist covers the full planning sequence, from setting the date and confirming stallholders to printing the floor plan, preparing donation boxes and checking first aid supplies. Use it to keep public access, performances and food service working together on the day.

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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
Reserve street and grounds
Apply for permits
Check insurance
Confirm performances
2 people
Contact stallholders
2 people
Recruit volunteers
2 people
Send invitations
2 people
Publish festival online
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Publish performance times
Confirm suppliers
Make a shopping list
2 people
Inventory materials
2 people
Prepare donation boxes
2 people
Print floor plan
Check the route and barriers
2 people
Check first aid supplies
Check power outlets
2 people
Create the volunteer schedule
2 people
Inform stall holders
Make decorations
4 people
Sort T-shirts and badges
2 people
Exchange cash
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare materials
3 people

Event

Set up barriers
4 people
Build the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Set up the stage area
3 people
Connect sound equipment
2 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
4 people
Set up the information desk
2 people
Set up the donation point
2 people
Set up food stall
4 people
Set up coffee station
2 people
Lay out crockery and cutlery
2 people
Check in volunteers
2 people
Receive booth holders
3 people
Receive performers
2 people
Announce the opening
Welcome visitors
4 people
Provide information
2 people
Register donations
2 people
Serving food
5 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Guide the performances
2 people
Provide music
Empty trash bins
2 people
Check toilets
2 people
Keep rest areas tidy
2 people
Announce the final round
See visitors out
4 people
Finalizing food and drinks
3 people

Aftercare

Have stallholders pack up
3 people
Turn off the sound equipment
2 people
Remove decorations
4 people
Dismantle furniture
5 people
Remove barricades
4 people
Collect waste
5 people
Sweep the grounds
3 people
Wash dishes
3 people
Empty coolers
2 people
Secure donation money
2 people
Collect lost and found items
2 people
Clean materials
3 people
Store materials dry
2 people
Return borrowed items
2 people
Distribute leftover stock
2 people
Make the site ready for handover
2 people
Complete donation administration
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
Folding chairsqty 80
Beer tablesqty 8
Bar stoolsqty 12
Buffet tablesqty 4
Clothes racksqty 4
Storage boxesqty 12
Tablecloth racksqty 2

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 80
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving spoonsqty 20

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Food warmersqty 4
Induction hobsqty 2
Handheld megaphone
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving tongsqty 12
Measuring cupsqty 4
Mixing bowlsqty 6
Thermos flasksqty 6
Ice packsqty 30
Aluminum foilqty 4

Decorations

Buntingqty 20
Balloonsqty 200
Balloon pumpsqty 4
Bannersqty 8
Directional signsqty 12
Tableclothsqty 20
Chalkboardsqty 12

Lighting

String lightsqty 10
LED lampsqty 16
Lanternsqty 12

Cleaning

Waste binsqty 20
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Mop setsqty 3
Hand broomsqty 4

Safety

Crowd control barriersqty 24
Traffic conesqty 20
First aid kitsqty 2
Safety vestsqty 12
Flashlightsqty 6

Information

Information boardsqty 8
Program flyersqty 500
Floor plansqty 300
Name stickersqty 150
Pensqty 30
Clipboardsqty 8
Wallet traysqty 6

Donations

Lockable donation boxesqty 6
Payment terminalsqty 2
Cash drawersqty 4
Coupon bookletsqty 6

Catering

Groceries

Tips

Start with the date, programme and street reservation before contacting stallholders. Permit applications and insurance checks can take several weeks, so do not wait until registrations are open.
Set a firm deadline for stallholder registrations and dietary requirements. Publish performance times only after performers, suppliers and the site layout have been confirmed.
Draw the booth layout around power outlets, barriers, emergency access and the performance area. Print the final floor plan and give copies to volunteers and stallholders before setup.
Build the volunteer schedule in shifts rather than assigning everyone to the whole day. Cover setup, information, first aid checks, stallholder support, waste and pack-down separately.
Check sound and catering equipment before festival morning. Test active speakers, the mixer, wireless microphones, extension cords, kettles, coffee machines and food warmers at the actual power points, and keep a clear route for cables.

Frequently asked questions

How early should I apply for a street festival permit?: Start the permit process as soon as the date and route are known, preferably at least 8 to 12 weeks before the festival. Some authorities need extra time for road closures, barriers, sound and food trading details.
How many volunteers do I need for a street festival?: Plan separate cover for setup, information, stallholder support, safety checks and pack-down, with shifts of about 2 to 3 hours. For a small festival, begin with at least 8 to 12 volunteers and add people for each extra entrance, activity zone or busy food area.
When should I confirm street festival performers and stallholders?: Aim to confirm performers and key stallholders 6 to 8 weeks before the event. Publish the performance timetable only after the programme, booth layout and supplier arrangements are stable.
How much reusable tableware do I need for a street festival?: For each expected serving at one time, allow roughly 1 reusable plate or bowl, 1 cup and 1 set of cutlery, then add 20% for queues, breakage and delayed washing. Keep extra coffee cups and serving spoons available if drinks or buffet service run throughout the day.

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.