Street Music Festival Checklist

A street music festival needs more than bands and a route. You have to secure permits and insurance, confirm performers, map stage locations, and coordinate traffic measures before invitations go out. The practical details matter too: reliable power, weather cover, toilets, waste collection, artist transport, and enough volunteers for each location. Use this checklist to work through the plan in order, from recording the date and route to the final equipment and visitor arrangements.

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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 permits
2 people
Check insurance
Select performing bands
3 people
Contact Musicians
2 people
Confirm performances
2 people
Collect artist contracts
2 people
Gather technical requirements
2 people
Compile program
3 people
Determine stage locations
3 people
Make route map
2 people
Coordinate traffic measures
2 people
Inform local residents
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Arrange artist transport
2 people
Plan artist reception
2 people
Book catering
2 people
Reserve toilets
2 people
Arrange waste collection
2 people
Check power outlets
2 people
Reserve audio equipment
2 people
Reserve lighting
2 people
Design promotional materials
2 people
Distribute promotion
3 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Set up barriers along the route
4 people
Mark stage positions
3 people
Set up tables and chairs
5 people
Build party tents
5 people
Set up sound systems
4 people
Connect microphones
2 people
Lay out power cables safely
3 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the info point
2 people
Set up catering point
4 people
Chill drinks
2 people
Prepare snacks
4 people

Event

Welcome performers
3 people
Brief performers
2 people
Open the program
Guide the performances
4 people
Check the sound level
2 people
Manage crowd flow
4 people
Staff the information point
2 people
Serve drinks
4 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
3 people
Check toilets
2 people
Announce performances
Answer audience questions
2 people
Host the final performance
4 people
Close the festival
2 people

Aftercare

See off the artists
2 people
Tear down audio equipment
4 people
Dismantle lighting
3 people
Take down tents
5 people
Collect furniture
4 people
Sweep the street
5 people
Sort waste
3 people
Wash dishes
3 people
Clean the catering area
3 people
Check the toilets
2 people
Return materials
3 people
Return borrowed items
2 people
Remove traffic barriers
4 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 10
Bar stoolsqty 12
Clothes racksqty 2

Equipment

Speakersqty 8
Mixing consolesqty 3
Microphonesqty 8
Microphone standsqty 8
Speaker standsqty 8
DI boxesqty 4
Instrument cablesqty 20
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 6
Cable matsqty 20
Spare batteriesqty 24

Lighting

LED work lightsqty 8
String lightsqty 10
Light standsqty 4

Decorations

Buntingqty 12
Festival bannersqty 6
Directional signsqty 12
Program postersqty 30
Sidewalk chalkqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 150
Platesqty 200
Cutlery setsqty 200
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Kettlesqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Ice packsqty 40
Induction hobsqty 2
Food warmersqty 4

Cleaning

Waste binsqty 20
Litter pickersqty 4
Broomsqty 6
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start with the date, route and permits. Record the proposed route before contacting performers, then allow several weeks for permit applications, insurance checks and traffic planning; changes to the route can affect every later arrangement.
Confirm each band’s performance time, technical requirements and contract before compiling the programme. Ask for input lists early, because a missing DI box, microphone stand or cable can delay a set on the day.
Map power before reserving audio equipment. Check every outlet, calculate cable lengths, and plan cable reels, extension cords, power strips and cable mats so leads do not cross pedestrian routes unprotected.
Assign volunteers by location and shift, not just by total headcount. Give each stage at least one named contact for artist reception, programme changes and safety questions, with a separate person available for breaks.
Finish visitor logistics at least 2 weeks before the festival. Reserve toilets, confirm waste collection, arrange catering and reusable cups, and deliver resident information and directional signs before the first performance begins.

Frequently asked questions

How far in advance should I plan a street music festival?: Start at least 4 to 6 months ahead if the festival uses public streets. Record the date and route first, then allow time for permits, insurance, performer contracts, traffic measures and resident notifications.
How many volunteers do I need for a street music festival?: Plan at least 2 volunteers per active stage or performance area per shift, plus 1 floating coordinator for every 4 to 5 areas. Add enough cover for breaks, artist transport and visitor questions during the busiest hours.
How do I plan sound and power for street performances?: Collect every band’s technical requirements before booking the audio setup, ideally 6 to 8 weeks before the event. Check outlets at each stage and prepare spare batteries, cable mats and backup cables in addition to speakers, microphones and mixing consoles.
When should I book toilets and catering for a street music festival?: Reserve toilets and book catering at least 4 weeks before the event, or earlier if the date falls in a busy season. Confirm final guest, volunteer and artist numbers 7 to 10 days beforehand so quantities and dietary requirements are accurate.

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.