Street music festival checklist

A street music festival depends on more than booking musicians. You need a confirmed route, permits, power checks and a sound plan for every location before the programme is published. This checklist takes you from the first date decision to volunteer assignments, registrations, drinks, signage and final setup. Use it to keep outdoor performances moving on time and prevent last-minute problems with access, equipment, weather or cash handling.

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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
Check permits
Contact Musicians
2 people
Confirm performances
2 people
Share route with musicians
Recruit volunteers
2 people
Send invitations
2 people
Post social media messages
Process registrations
Collect dietary requirements
Make reservations
Determine the sound per location
2 people
Check power outlets
2 people
Monitor the weather forecast
Finalize the program
2 people
Confirm musicians
Assign volunteers
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Print program boards
Lay out wristbands and badges
Prepare the cash register
Set up the info point
2 people
Set up tables
3 people
Set up chairs
3 people
Set up party tents
4 people
Hang decorations
3 people
Hang up the program
2 people
Set up the sound systems
3 people
Test microphones
2 people
Tape down power cables securely
2 people
Welcome musicians
2 people
Set up instruments
3 people
Set up catering
3 people
Prepare coffee station
2 people
Place waste stations
2 people
Clear the walkways
2 people

Event

Staff the information point
2 people
Welcome visitors
3 people
Distribute program
2 people
Support first performances
2 people
Rotate musicians
2 people
Check the sound level
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Direct the audience to the performances
2 people
Support the evening program
2 people
Announce the final act
Serve the last round
3 people
Direct visitors to the exit
2 people
Turn off the sound equipment
2 people
Wrap up drinks and snacks
2 people

Aftercare

Collect instruments safely
3 people
Tear down audio equipment
3 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the venue
4 people
Wash dishes
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 8
Folding chairsqty 40
Beer table setsqty 6
Dressing room tablesqty 3
Clothes racksqty 2
Storage boxesqty 10

Tableware

Reusable drinking glassesqty 250
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 8

Decorations

Buntingqty 12
Festival bannersqty 6
Chalkboardsqty 8
Program boardsqty 6
Tableclothsqty 10
Floor rugs without stageqty 6

Equipment

Portable speakersqty 4
Mixing consolesqty 2
Microphonesqty 6
Microphone standsqty 6
Speaker standsqty 4
DI boxesqty 4
Instrument cablesqty 12
XLR cablesqty 12
Extension cordsqty 8
Extension cordsqty 10
Power banksqty 6
Charging cable setsqty 4
Cable reelsqty 4
Cable traysqty 20
Cable rampsqty 8
Gaffer tapeqty 8
AA batteriesqty 24
AAA batteriesqty 24

Catering

Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Ice coolersqty 4
Serving traysqty 12
Drink dispensersqty 4
Water jugsqty 10
Bottle openersqty 6
Ice packsqty 30
Groceries

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 3
Cookie tinsqty 8
Aluminum foilqty 4
Cling filmqty 4

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6

Lighting

LED string lightsqty 8
LED work lightsqty 6
Light standsqty 4

Tips

Record the date and route before contacting musicians, then share the confirmed route early so performers can plan travel, loading and instrument changes. Keep one final route version for volunteers and suppliers.
Check permits and power outlets before confirming each performance location. A portable speaker does not replace a safe power plan; note where extension cords, mixing consoles and DI boxes will be used.
Finalize the programme only after performances, sound requirements and volunteer shifts are confirmed. Print programme boards and prepare the info point before guests arrive, not during the first set.
Monitor the weather forecast in the final week and prepare party tents, storage boxes and floor rugs for changing conditions. Decide in advance who can move equipment and when performances must be paused.
Chill drinks and organize reusable glasses, coffee cups, plates and serving items before setup begins. Lay out wristbands, badges and the cash register together so the welcome point can open without searching for supplies.

Frequently asked questions

How far in advance should I plan a street music festival?: Start at least 8 to 12 weeks ahead. Permits, route planning and musician availability usually need to be settled before you publish invitations or the programme.
How many volunteers do I need for a street music festival?: Plan at least 1 volunteer per active location, plus 2 people for the info point and general coordination. Add extra coverage for setup, cash handling and equipment moves if locations overlap.
When should I check the weather forecast for the festival?: Check it daily during the final 7 days, then make the go-or-no-go decision at least 24 hours before the first performance. Recheck it on the morning of the event before setting up tents and equipment.
When should the street festival programme be finalized?: Finalize it 7 to 10 days before the festival, once musicians, locations, sound requirements and volunteer assignments are confirmed. Print programme boards after that point so route and timing changes do not create waste.

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.