Student festival checklist: what to arrange and when

A student festival involves more than booking a venue and adding performers. You need to confirm permits, power, equipment, food requirements, volunteers, deliveries and the final attendee list in a fixed order. Start with the date and location, then build the programme and open registration before arranging the final shopping and setup details. Use this checklist to keep track of what must be booked early and what can wait until festival day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Check permits and regulations
2 people
Compile the festival schedule
3 people
Book music and performances
3 people
Confirm venue reservation
Make equipment reservations
2 people
Recruit volunteers
2 people
Send invitations
2 people
Launch social media promotion
2 people
Hang posters
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Send program to attendees
2 people
Confirm deliveries and pickup times
2 people
Check the weather forecast
Create final participant list
2 people
Check the shopping list
2 people
Do the shopping
4 people
Cool drinks and food
3 people
Collect materials
3 people
Prepare the venue
4 people
Check power outlets
2 people
Set up tables and chairs
5 people
Set up party tents
6 people
Mark off the stage area
3 people
Set up sound equipment
3 people
Test microphones
2 people
Hang lighting
3 people
Hang decorations
4 people
Set up bar and serving station
4 people
Set out buffet and snacks
4 people
Lay out crockery and cutlery
2 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Set up the information desk
2 people

Event

Staff the registration desk
3 people
Welcome visitors
4 people
Hand out the program and wristbands
3 people
Give the opening speech
Guide the performances
2 people
Play the music program
2 people
Serve snacks
4 people
Distribute hot snacks
4 people
Serve drinks
4 people
Refill drinks
3 people
Refill coffee and tea
2 people
Restock the buffet
3 people
Empty trash bins
2 people
Check toilets
2 people
Check the floor and walking routes
2 people
Keep diet meals separate
2 people
Inform visitors about the program
2 people
Announce the final act
Guide visitors to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Pack leftover food
3 people
Dismantle the bar and buffet
4 people
Collect tableware
3 people
Sort and remove waste
3 people
Dismantle tables and chairs
5 people
Take down party tents
6 people
Remove decorations
3 people
Clean the venue
5 people
Wash dishes
3 people
Check materials
2 people
Return materials
3 people
Store leftover stock
2 people
Collect lost and found items
2 people
Inform visitors about found items

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
High tablesqty 10
Tableclothqty 16
Bollardsqty 12

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Microphone standsqty 2
Music laptop
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Bluetooth walkie-talkiesqty 4

Lighting

LED string lightsqty 8
LED spotlightsqty 4
Battery lanternsqty 6

Decorations

Balloonsqty 150
Buntingqty 12
Festival bannersqty 6
Tapeqty 8
Cable tiesqty 100
Table décorqty 16

Tableware

Reusable cupsqty 350
Reusable wine glassesqty 80
Reusable platesqty 300
Reusable cutleryqty 300
Coffee cupsqty 100
Serving spoonsqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 2
Aluminum foilqty 4
Cling filmqty 4

Catering

Water dispensersqty 3
Drink dispensersqty 4
Ice packsqty 24
Cash drawer
Menusqty 8
Allergen cardsqty 20
Wristbandsqty 300
Program flyersqty 300
Name stickersqty 300
Pensqty 20
Cash register blockqty 4
Groceries
Receiptsqty 500
Cash register
Payment terminalqty 2
Cash box
Notice boardsqty 4
Information boardsqty 6
Iconsqty 20
Cable traysqty 10
First aid kitsqty 2
Flashlightsqty 4
Umbrellasqty 4
Dressing room racksqty 2
Clothes hangersqty 30
Storage boxesqty 8
Moving blanketsqty 6
Hand trucksqty 2

Cleaning

Waste binsqty 12
Recycling stickersqty 12
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Litter pickersqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Tips

Confirm the venue, date, permits and regulations before promoting the festival. Allow at least four weeks for any permission or safety checks that are not handled by the venue.
Book performers and technical equipment as soon as the date is fixed. Check that the mixer, active speakers, wireless microphones, microphone stands and music laptop match the programme.
Set a registration deadline and collect dietary requirements at the same time. Send the final programme and practical information to attendees at least 3 days before the festival.
Assign volunteers to specific shifts for reception, food, stage support and cleanup. Give team leads Bluetooth walkie-talkies and share contact details before setup begins.
Complete the final weather, delivery and power checks on the day before the festival. Keep extension cords and power strips clear of walkways, check every outlet, and set up tents, tables, chairs and the marked stage area before attendees arrive.

Frequently asked questions

How far in advance should I start planning a student festival?: Start at least 6 to 8 weeks before the festival. Confirm the date, location, permits, performers and equipment first; promotion and registration can follow once those details are secure.
When should I send invitations and open registration?: Open registration as soon as the date, location and main programme are confirmed, ideally 4 to 6 weeks before the event. Set a closing date about 5 to 7 days before the festival so you can create the final participant list and plan food.
How many volunteers do I need for a student festival?: Plan for at least 1 volunteer per active area or shift, including reception, food service, stage support and cleanup. Add 2 people for coordination and handovers, then adjust the total to your expected attendance and venue size.
When should I prepare the venue and cool the drinks?: Prepare the venue on the festival day, allowing 3 to 4 hours for tents, furniture, lighting, decorations, sound equipment and the stage area. Move drinks and food into coolers or other cooling equipment at least 2 hours before guests arrive.

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.