Street Music Festival Checklist

A street music festival needs more than booked performers and a public program. You need a confirmed route, permits, power, sound equipment, volunteer coverage, resident communication, and a clear plan for moving artists and audiences through the area. Start with the date, route, and permissions, then build the program and assign responsibilities. In the final week, check the weather, print materials, brief performers, and verify every cable, table, sign, and cooler before setup begins.

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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
Select performing artists
3 people
Contact performers
2 people
Confirm performances
2 people
Schedule performances
2 people
Make reservations
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Inform local residents
2 people
Request artist information
2 people
Publish the program
2 people
Create floor plan
2 people
Assign volunteers
2 people
Order catering
2 people
Check materials
2 people
Mark the route and audience flow
3 people
Check the weather forecast
Send final briefing to artists
2 people
Do the shopping
3 people
Fill coolers
2 people
Print programs
2 people
Prepare name badges
2 people
Bring materials to the venue
4 people
Set up barriers
4 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
5 people
Set up artist counters
2 people
Set up the info point
2 people
Set up the catering table
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Hang lighting
3 people
Hang up decorations
3 people
Place programs
2 people
Test sound equipment
2 people
Tape down power cables securely
2 people

Event

Welcome performers
3 people
Guide performers to the stages
3 people
Check in volunteers
2 people
Welcome the audience
4 people
Distribute program
2 people
Announce performances
Keep play areas clear
3 people
Serve drinks
4 people
Refill drinks
2 people
Serve snacks
3 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Keep the audience area clean
2 people
Provide artists with water
2 people
Communicate schedule changes
2 people
Turn on lighting
Announce the final act
Guide the audience to the exit
3 people
Check out the artists
2 people

Aftercare

Turn off the sound equipment
2 people
Store food safely
2 people
Collect waste
4 people
Take down tables and chairs
4 people
Take down party tents
5 people
Remove barricades
4 people
Wash dishes
3 people
Clean the venue
5 people
Inventory materials
2 people
Set aside damaged materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people
Take waste to the collection point
2 people
Register lost and found items
Send performers a thank-you note
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Folding tablesqty 8
Chairsqty 36
Beer tablesqty 6
High tablesqty 6
Folding chairs for performersqty 12
Clothes racksqty 2
Storage cratesqty 12

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Mixer
Music standsqty 4
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Batteriesqty 24
Power banksqty 4
Walkie-talkiesqty 6
Flashlightsqty 6

Lighting

String lightsqty 6
LED work lightsqty 4
Night lightsqty 4
Extension cords for lightingqty 4

Decorations

Buntingqty 12
Balloonsqty 100
Balloon pumpsqty 2
Festival bannersqty 6
Directional signsqty 12
Chalkboardsqty 6
Chalk markersqty 12
Tableclothsqty 12
Cable tiesqty 100
Duct tapeqty 6
Barrier tapeqty 8

Tableware

Reusable drinking glassesqty 180
Coffee cupsqty 60
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8
Pitchersqty 8
Serving traysqty 8
Napkin holdersqty 8

Kitchen

Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Storage binsqty 12
Bottle openersqty 6
Ice packsqty 24

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 4
Dustpansqty 2
Mopsqty 4
Bucketsqty 4
Cleaning spongesqty 12

Safety

Crowd control barriersqty 20
Cable matsqty 12
First aid kitsqty 2
Safety vestsqty 12
Pocket-size walkie-talkie casesqty 6
Fire extinguishersqty 2

Catering

Groceries

Tips

Apply for permits before confirming the public route or publishing the program. Allow several weeks for approval, and check whether sound, catering, tents, lighting, and temporary road use require separate permissions.
Build the schedule around setup and changeover time, not just performance length. Leave at least 15 minutes between acts for musicians, microphones, music stands, and audience movement to be repositioned safely.
Give every volunteer a named area and shift, with one coordinator carrying walkie-talkies. Cover arrivals, artist support, route guidance, audience flow, catering, and the final clear-up rather than relying on a general call for help.
Check power at every performance point before festival day. Count extension cords, cable reels, power strips, batteries, and power banks, and keep cables out of walking routes with visible marking and backup lighting.
Send the final artist briefing at least 3 days before the festival. Include arrival times, performance slots, contact details, equipment provided, parking or unloading instructions, and where performers can sit, store items, and find refreshments.

Frequently asked questions

How far in advance should I organise a street music festival?: Start 3 to 6 months ahead if the festival uses public streets, amplified sound, or temporary structures. Use the first month to record the route and date, begin permit applications, and contact performers before building the detailed schedule.
What should be included in a street music festival checklist?: Include permits, route and audience-flow planning, performer bookings, resident notices, volunteer shifts, the program, catering, sound and power equipment, signs, lighting, and weather checks. Add a final inventory check 1 to 2 days before setup so missing cables, batteries, tables, or printed programs can still be replaced.
How many volunteers do I need for a street music festival?: Plan at least 1 volunteer for each active performance or audience area, plus 1 overall coordinator and separate cover for artist support, information, and setup. For example, a festival with 4 music points usually needs 8 to 12 people across staggered shifts rather than 4 people working all day.
When should I publish the street music festival program?: Publish the program once performers, times, and locations are confirmed, ideally 2 to 4 weeks before the event. Print a final version after the last schedule check, and keep spare copies available at entrances and information points.

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