Street festival checklist: what to arrange and when

A street festival needs more than stalls, food and a programme. Start by fixing the date and route, then handle permits, traffic measures, toilets, waste collection and power before suppliers and volunteers are confirmed. As the event gets closer, map the street, assign booths, prepare signs and organise deliveries. This checklist keeps the work in order and highlights details that are often left until the final 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

Record date and route
2 people
Apply for a street festival permit
Apply for traffic measures
Reserve toilets
Arrange waste collection
Check power at the venue
2 people
Plan power distribution
2 people
Confirm suppliers
Inform local residents
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the program
2 people
Draw the street layout
2 people
Create booth layout
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Schedule deliveries
Make a shopping list
2 people
Check materials
2 people
Order missing supplies
Prepare route signs
2 people
Create price and menu cards
2 people
Sort wristbands and tokens
2 people
Do the shopping
3 people
Set out drinks chilled
3 people
Wash fruits and vegetables
3 people
Set out sauces and toppings
2 people
Lay out traffic signs
2 people
Brief the setup team
2 people
Block off the street
4 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
4 people
Place waste stations
2 people
Set up and stock toilets
2 people
Set up food stall
4 people
Set up drink station
3 people
Set out tableware and cutlery
2 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Set up the cash register and payment point
2 people
Conduct a safety check
2 people
Welcome volunteers
2 people
Give the final briefing
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Prepare food
5 people
Serve food
4 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
3 people
Refill buffet
3 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
2 people
Monitor traffic barriers
2 people
Check first aid supplies
Make program announcements
Check lighting level
2 people
Announce the final round
Stop sales and distribution
3 people
Ensure visitors leave safely
4 people

Aftercare

Cover food and drinks
3 people
Close the register
2 people
Collect waste
5 people
Wash dishes
3 people
Take down booths and tents
6 people
Clear tables and chairs
4 people
Remove lighting
3 people
Remove decorations
3 people
Sweep the street
4 people
Chill leftover food
2 people
Inventory materials
2 people
Clean materials
3 people
Return materials
2 people
Take waste to the collection point
3 people
Remove street barriers
4 people
Register lost and found items
Send a thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Tablesqty 12
Folding chairsqty 60
Beer tablesqty 6
High tablesqty 6
Clothes racksqty 2

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Gas barbecuesqty 2
Extension cordsqty 8
Power stripsqty 6
Cash registersqty 2
Payment terminalsqty 2
Megaphone
Flashlightsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable platesqty 100
Reusable bowlsqty 60
Reusable cupsqty 200
Reusable cutleryqty 150
Serving spoonsqty 8
Scissorsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Storage binsqty 12
Serving plattersqty 12
Thermos flasksqty 4
Ice packsqty 24
Kitchen scalesqty 2

Decorations

Buntingqty 12
Balloon archesqty 2
Menu boardsqty 8
Tableclothsqty 12
Directional signsqty 12
Chalkboardsqty 6

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broomsqty 4
Can openersqty 4
Mopsqty 4
Bucketsqty 4
Hand broomsqty 4
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Crowd control barriersqty 12
Traffic conesqty 20
Safety vestsqty 12
Cable tiesqty 200

Catering

Groceries

Tips

Apply for the street festival permit and traffic measures early enough to allow for questions or revisions; do not wait until suppliers are booked.
Draw the street layout before assigning booths. Mark tents, market stalls, tables, toilets, power points, delivery access and emergency routes so suppliers receive one clear plan.
Check the venue’s available power before ordering equipment. Coffee machines, kettles, refrigerators, food warmers and lighting may need separate circuits; plan extension cords and power strips accordingly.
Give volunteers specific shifts and locations rather than asking for general help. Cover setup, registration, payments, waste, deliveries and the final clear-down, with a handover between shifts.
Prepare operational items at least one day before the festival: route signs, price and menu cards, wristbands or tokens, reusable tableware, payment terminals, cash registers and flashlights.

Frequently asked questions

How far in advance should I apply for a street festival permit?: Start the permit application several months before the festival, especially when the route affects traffic. Allow extra time for traffic measures, resident notices and requested changes from the local authority.
How many toilets do I need for a street festival?: The required number depends on attendance, opening hours and local rules. Confirm the calculation with the supplier or authority when you book, and arrange delivery and collection dates at least one week before the event.
When should I confirm street festival suppliers?: Confirm key suppliers once the date, route and street layout are stable, preferably several weeks before the festival. Reconfirm delivery times, access points, quantities and collection arrangements during the final week.
When should I make the street festival shopping list?: Create the list after the programme, booth layout and menu are fixed, then check materials and order missing supplies at least one week ahead. Buy short-life food and other fresh items closer to the event.

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.