Summer festival municipality checklist

A municipal summer festival needs more than a programme and a few food stalls. Use this checklist to work through permissions, insurance, suppliers, safety, registrations and the practical setup in the right order. The plan covers everything from evacuation routes and first aid to reusable tableware, chilled drinks, signage and volunteer contacts. Start early with the items that depend on external organisations, then leave shopping, setup and final checks for the last days.

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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

Confirm date and location
2 people
Check the permit
Check insurance
Make reservations
Confirm suppliers
Compile program
3 people
Confirm performances
2 people
Record activities
2 people
Develop safety plan
2 people
Determine evacuation routes
2 people
Arrange first aid appointments
Arrange waste collection
Arrange toilet facilities
Send invitations
2 people
Post social media messages
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Distribute contact list
Create floor plan
Print signage
Lay out wristbands
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Inspect the grounds
3 people
Receive deliveries
3 people
Set up tents
6 people
Set up tables and chairs
5 people
Mark the stage area
3 people
Hang up decorations
3 people
Set up activities
5 people
Set up the information desk
2 people
Set up the catering buffet
4 people
Fill coolers
2 people
Set out tableware and cutlery
2 people
Set up first aid table
2 people
Test audio and microphone
2 people
Brief volunteers
3 people
Conduct final safety check
3 people

Event

Welcome visitors
4 people
Announce the program
Supervise activities
6 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Staff the information desk
2 people
Guide the performances
3 people
Register lost property
Announce the final program
Ensure visitors leave safely
4 people

Aftercare

Close catering
4 people
Collect materials
5 people
Dismantle tables and chairs
5 people
Take down tents
6 people
Sort and dispose of waste
4 people
Clean the grounds
5 people
Wash dishes
3 people
Clean equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 14
Beer tablesqty 10
Folding chairsqty 120
High tablesqty 8
Buffet tablesqty 6
Reception desk
Crowd control barriersqty 20

Tableware

Reusable cupsqty 300
Reusable wine glassesqty 80
Platesqty 180
Bowlsqty 80
Forksqty 180
Knivesqty 180
Spoonsqty 120
Coffee cupsqty 80
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Megaphonesqty 2
First aid kitsqty 2
Flashlightsqty 6
Walkie-talkiesqty 8
Power banksqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Flower boxesqty 12
Plantersqty 8

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 10

Sports equipment

Boccia setsqty 3
Kubb gamesqty 3
Frisbeesqty 20
Skipping ropesqty 10
Footballsqty 6
Conesqty 30
Hoopsqty 12
Cornhole setsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Ice spoonsqty 4
Thermos flasksqty 6

Cleaning

Waste binsqty 18
Trash bag holdersqty 12
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm the date and location before contacting performers or suppliers. Then check the permit and insurance requirements, because approval can affect capacity, layout, opening hours and safety arrangements.
Build the safety plan around the actual site: mark evacuation routes on the floor plan, position crowd-control barriers where needed and make first-aid arrangements before publishing the final programme.
Set a clear deadline for registrations and dietary requirements, ideally 7 to 14 days before the festival. Use the final numbers to brief caterers, assign volunteers and estimate plates, cups and cutlery.
Do not leave power and sound checks until the morning of the event. Test extension cords, power strips, microphones, speakers and microphone stands during setup, with enough time to solve missing or incompatible equipment.
Prepare non-perishable supplies and printed signage in advance, but chill drinks and set out food-service equipment close to opening time. Count reusable cups, glasses, plates and serving utensils before guests arrive.

Frequently asked questions

How far in advance should we organise a municipal summer festival?: Start the main planning 3 to 6 months before the festival. Confirm the date and location first, then handle permits, insurance, suppliers, performances and the safety plan before moving to invitations and operational details.
When should we apply for a summer festival permit?: Check the permit requirements as soon as the date and location are known, preferably at least 8 to 12 weeks before the event. Processing times vary, and the approved capacity or site conditions may change your floor plan and programme.
When should guests submit dietary requirements?: Set the registration deadline 7 to 14 days before the festival. That gives you time to consolidate dietary information and send an accurate brief to food suppliers and volunteers.
What should be checked on the day before the festival?: Complete a final check 24 hours beforehand: confirm suppliers and volunteers, verify signage and wristbands, chill drinks, prepare non-perishable supplies and review the contact list. Leave only straightforward placement and final safety checks for event day.

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.