Street Theatre Festival Checklist

A street theatre festival needs more than booked performers and a published programme. You must secure permission for each location, plan how audiences move between play areas, and make the site work safely with temporary equipment and changing weather. Use this checklist to set the date, confirm artists, arrange traffic measures, prepare communications and complete the final checks in the right order. Pay particular attention to power, signage, first aid and artist information, which are easy to leave until the last week.

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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

Set the festival date
2 people
Select street locations
2 people
Apply for permits
Contact performers
2 people
Book performers
2 people
Compile program
2 people
Assign play areas
2 people
Develop audience routes
2 people
Prepare safety plan
2 people
Apply for traffic measures
Send artist information
Design invitations
Send invitations
2 people
Publish festival online
Process registrations
Collect dietary requirements
Make reservations
Order print materials
Reserve rental equipment
Check first aid supplies
Check the weather forecast
Send artist confirmation
Do the shopping
3 people
Collect materials
3 people
Sort printed materials
2 people
Prepare artist folders
2 people
Prepare route signs
2 people
Set up traffic barriers
3 people
Mark play areas
3 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
3 people
Set up information points
2 people
Test equipment at each playing area
2 people
Hang lighting
3 people
Hang up decorations
3 people
Welcome performers
2 people
Set up artist rooms
2 people
Prepare catering
3 people
Chill drinks
2 people
Hand out program brochures
2 people
Brief volunteers
2 people
Conduct a safety check
2 people

Event

Staff info points
4 people
Welcome the audience
4 people
Communicate schedule changes
Guide performers to the stage
2 people
Keep play areas clear
4 people
Announce performances
Manage crowd flow
4 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Clear play areas
2 people
Check toilets
2 people
Implement bad weather measures
4 people
Provide first aid
2 people
Register lost and found items
Announce the final act
Guide the audience to the exit
4 people
See off the artists
2 people
Close catering
3 people

Aftercare

Turn off lights
2 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Take down tents
4 people
Remove traffic barriers
3 people
Pack equipment
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
2 people
Empty coolers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Handle lost and found
Store leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 8
Tableclothsqty 12
Clothes racksqty 4

Equipment

Battery-powered speakersqty 4
Wireless microphonesqty 4
Microphone standsqty 4
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable batteriesqty 12
Power banksqty 6
Walkie-talkiesqty 10
Megaphonesqty 2
Flashlightsqty 8
Hand trucksqty 3
Traffic barriersqty 24
Traffic conesqty 20
Reflective vestsqty 12
Stage sections

Lighting

LED string lightsqty 8
LED work lightsqty 6
Lamp Standsqty 6
Cable matsqty 12

Decorations

Buntingqty 12
Festival Flagsqty 30
Balloon archesqty 4
Directional signsqty 16
Program clipsqty 8
Chalkboardsqty 6
Chalk markersqty 12
Barrier tapeqty 6
Ground pegsqty 40
Ratchet strapsqty 16
Tent weightsqty 16
Sidewalk chalkqty 12

Tableware

Reusable cupsqty 600
Coffee cupsqty 250
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 8
Coolersqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Pliersqty 8
Measuring cupsqty 4
Food containersqty 20
Ice packsqty 30
Serving traysqty 12
Hand soap dispensersqty 6

Cleaning

Waste binsqty 20
Dustpan and brushqty 6
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12
Disinfectant dispensersqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Safety glovesqty 12
Bandagesqty 4
Thermal blanketsqty 6
Fire extinguishersqty 4
Emergency blanketsqty 6

Catering

Groceries

Tips

Start permits and traffic measures before confirming the public programme. Street locations may require separate applications, and approval can take several weeks rather than a few days.
Map audience routes between play areas before assigning the final timetable. Check that directional signs, barrier tape and walkie-talkies cover crossings, bottlenecks and areas where performances overlap.
Confirm each performer’s arrival details, technical needs and programme slot in writing at least 7 days before the festival. Send one consolidated artist information sheet so nobody relies on last-minute messages.
Test the sound and lighting setup on site before opening. Check battery-powered speakers, wireless microphones, extension cords, power strips, cable mats and LED work lights, then keep spare rechargeable batteries and power banks ready.
Check the weather forecast 48 hours before the festival and again on the morning itself. Decide in advance where party tents, equipment and printed materials will go if rain or strong wind affects an outdoor performance.

Frequently asked questions

How far in advance should I organise a street theatre festival?: Allow at least 8 to 12 weeks for a small festival, and start earlier if permits or traffic measures are required. Set the date and locations first, then apply for permissions before publishing the programme.
When should I book street theatre performers?: Contact performers 8 to 10 weeks before the event and aim to have bookings confirmed at least 6 weeks ahead. Send final artist information and arrival instructions no later than 7 days before the festival.
What equipment does a street theatre festival need?: Plan for sound, power, lighting, communication and crowd guidance. Typical items include battery-powered speakers, wireless microphones, extension cords, cable mats, walkie-talkies, flashlights, directional signs and barrier tape.
When should I check the weather for an outdoor theatre festival?: Check the forecast 48 hours before the event and again on the morning of the festival. Use those checks to confirm tents, lighting, equipment protection, audience routes and any changes to the programme.

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