Street Music Festival Checklist

A street music festival needs more than booked musicians and a printed programme. You must secure permission to use the street, submit a traffic plan, arrange reliable power and match each performance with the right technical setup. This checklist follows the work from the first date confirmation through deliveries, weather protection and setting out tables, chairs and signs. Use it to keep permits, artists, volunteers and equipment moving on the same schedule.

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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 date and location
2 people
Apply for a street use permit
Submit traffic plan
Hire musicians
2 people
Schedule performances
2 people
Gather technical requirements
Send artist information
Send invitations
2 people
Process registrations
Collect dietary requirements
Book power connections
Order print materials
Assign volunteers
2 people
Print contact list
Check the weather forecast
Confirm artists by phone
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Print the program and signage
Sort materials by zone
3 people
Set out weather protection
2 people

Event

Block off the street
4 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Mark music zones
2 people
Build party tents
4 people
Set up stage sections
4 people
Connect sound equipment
3 people
Safely cover power cables
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering buffet
3 people
Set up the drink service area
2 people
Place waste stations
2 people
Check restroom facilities
Welcome performers
2 people
Register the artists
Run the sound check
3 people
Brief volunteers
2 people
Distribute program
2 people
Announce the opening performance
Guide the performances
2 people
Swap microphones and cables
2 people
Check the sound level
Assist performers
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock buffet supplies
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Keep the visitor route clear
2 people
Turn on lighting
Announce the final act
Finalize the music program
Guide visitors to the exit
2 people
Turn off the sound equipment
2 people

Aftercare

Store food and drinks safely
2 people
Remove decorations
3 people
Dismantle stage sections
4 people
Dismantle Sound Equipment
3 people
Take down party tents
4 people
Gather tables and chairs
4 people
Collect waste
4 people
Clean the street
4 people
Clean materials
3 people
Wash dishes
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people
Remove street barriers
3 people
Inventory Leftovers
Collect invoices and receipts
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 40
Beer tablesqty 6
Stage sectionsqty 12
Bar stoolsqty 6
Dressing room tablesqty 2

Equipment

Mixing consolesqty 2
Active speakersqty 6
Monitor speakersqty 4
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 16
Power stripsqty 10
Cable reelsqty 6
Cable traysqty 20
Extension cordsqty 12
Battery lampsqty 12
Music standsqty 6
Guitar stoolsqty 4
Power splittersqty 4

Lighting

String lightsqty 8
LED work lightsqty 6
Light standsqty 4
Spare batteriesqty 24

Decorations

Buntingqty 12
Festival postersqty 20
Directional signsqty 12
Program boardsqty 4
Tableclothsqty 10
Balloonsqty 100

Tableware

Reusable cupsqty 350
Coffee cupsqty 80
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 12
Serving spoonsqty 12
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's Scissorsqty 4
Measuring cupsqty 4
Aluminum foilqty 4
Food storage containersqty 12

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 6

Safety

Crowd barriersqty 20
Traffic conesqty 20
Warning tapeqty 4
Fire extinguishersqty 4
First aid kitsqty 2
Vestsqty 20

Catering

Groceries

Tips

Start permits and traffic planning early: submit the street-use application and traffic plan before you confirm the final public programme. Keep approval details with the event contact list.
Build the running order around setup time, not just performance length. Send each artist’s technical requirements in advance and confirm every booking by phone before event day.
Treat power as a production task. Book the required connections and check cable reels, extension cords, power splitters, cable trays and power strips before deliveries arrive.
Create zones for the stage, audience, bar, dressing room and volunteer areas. Sort tables, chairs, tents, signs, lighting and technical equipment by zone so crews do not search through mixed deliveries.
Plan for a weather change at least one day ahead. Check the forecast, set out party tents and weather protection when needed, and keep battery lamps and spare batteries available if the street becomes dark.

Frequently asked questions

How far in advance should I apply for a street music festival permit?: Start the application as soon as the date and location are realistic, preferably several months before the festival. Traffic plans, power connections and street restrictions can affect the programme, so do not wait until artists are fully booked.
How do I plan power for a street music festival?: List the needs of the mixing console, active and monitor speakers, microphones, lighting and food or bar areas before booking power connections. Check every cable reel, extension cord and splitter at least 3 to 7 days before setup.
When should I confirm street festival musicians?: Book musicians after the date, location and basic permit route are clear, then send technical requirements and the performance schedule immediately. Confirm each artist by phone again 3 to 7 days before the event.
What should I do on the morning of a street music festival?: Allow several hours for deliveries, street access, tables and chairs, stage sections, power, sound checks and signs before the first performance. Block off the street only according to the approved traffic plan and keep one person responsible for artist and volunteer contact.

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.