Street Music Festival Checklist

A street music festival depends on more than booking performers. You also need a confirmed route, permits, traffic measures, power, weather cover and a clear running order. This checklist helps you work from the first planning decisions to the final route check. It also highlights details that are easy to leave too late, such as informing residents, testing cables and assigning volunteers to specific positions.

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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 permit
Contact Musicians
2 people
Book musicians
2 people
Create the performance schedule
2 people
Make reservations
Coordinate traffic measures
2 people
Inform the neighborhood
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Create a contact list
Monitor the weather forecast
Publish the program
2 people
Remind residents
2 people
Inform Musicians
Check materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Clear the route
3 people
Put up barriers
4 people
Mark stage positions
2 people
Set up stalls and tables
4 people
Set up chairs
3 people
Set up tent
4 people
Hang decorations
3 people
Set up stage areas
3 people
Set up sound equipment
3 people
Test microphones
2 people
Secure power cables
2 people
Set up catering point
3 people
Set out snacks
2 people
Set out drinks
2 people
Put up the information board
Place waste stations
2 people
Prepare first aid supplies

Event

Welcome musicians
2 people
Bring musicians to the performance area
2 people
Welcome visitors
3 people
Distribute program
2 people
Announce performances
Assist performers
2 people
Check the sound level
Manage crowd flow
3 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Collect tableware
2 people
Check toilets
Staff first aid point
Register lost property
Announce the final act
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Clean up catering
3 people
Collect waste
4 people
Take down tables and chairs
4 people
Take down the tent
4 people
Remove decorations
3 people
Remove the barriers
4 people
Clean the street
4 people
Wash dishes
2 people
Clean materials
2 people
Store leftover food
Take out the trash
2 people
Return materials
2 people
Return lost and found items
Thank the musicians
2 people
Publish the neighborhood notice

What to bring

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

Furniture

Party tentsqty 2
Market stallsqty 4
Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 8
High tablesqty 6
Tablecloth clipsqty 16
Storage boxesqty 8

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Music mixersqty 2
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Cable reelsqty 4
Extension cordsqty 8
Power banksqty 6
Spare batteriesqty 24
Megaphonesqty 2
Flashlightsqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving bowlsqty 16
Serving plattersqty 12
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Coolersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 6
Coffee machinesqty 3
Kettlesqty 2
Hot traysqty 4

Decorations

Buntingqty 12
Festival bannersqty 6
Balloon archesqty 2
Chalkboardsqty 8
Chalk markersqty 12

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4

Safety

Crowd barriersqty 20
Traffic conesqty 16
Barrier tapeqty 8
First aid kitsqty 2
Fire extinguishersqty 2
Cable matsqty 12

Communication

Walkie-talkiesqty 8
Program boardsqty 6
Program flyersqty 500
Directional signsqty 12
Markersqty 12
Clipboardsqty 6

Catering

Groceries

Tips

Start with the date, route and permit application. Confirm where musicians will perform, where equipment can be unloaded and how the route will be kept clear before you invite residents or publish the programme.
Book musicians early and build the performance schedule around travel, setup and changeover time. Leave at least 15 minutes between acts if speakers, mixers, DI boxes or microphone stands need to move.
Treat power and sound as one plan. Count every cable, extension cord and cable reel, test battery-powered speakers and wireless microphones before the event, and keep spare batteries and power banks available.
Assign volunteers to named jobs and locations, not just general shifts. Have people responsible for route access, musician support, refreshments and resident questions, with a contact list shared before the day.
Finish the practical checks the day before: follow the weather forecast, chill drinks, check shopping and materials, and prepare tents, tables, cups and serving equipment. On the morning itself, clear the route before placing barriers and marking performance positions.

Frequently asked questions

How far in advance should I apply for a street music festival permit?: Start the permit process as soon as the date and route are decided. Allow at least 8 to 12 weeks for applications involving public roads, amplified sound or traffic measures, and confirm the authority’s exact deadline.
How much time should I leave between street music festival performances?: Allow at least 15 minutes between performances for changeover, sound checks and moving equipment. Add more time when musicians use separate mixers, DI boxes or a different speaker setup.
How many volunteers do I need for a street music festival?: Plan at least one volunteer for each active responsibility: route access, musician support, refreshments and information. For a festival with several performance points, add one floating volunteer per two locations so problems are handled without leaving a post unattended.
When should I tell residents about a street music festival?: Notify residents as soon as the route, date and approximate hours are confirmed, preferably at least 3 to 4 weeks beforehand. Send a reminder during the final week with access information, performance times and a contact number.

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