World Festival Organising Checklist
A world festival combines performances, food stalls, workshops and visitors moving through several areas at once. Start by fixing the date, programme and venue, then work through permits, performers, stallholders and registrations. Food planning needs extra time for dietary requirements, allergen labels and separate cooking teams. In the final week, confirm deliveries, equipment, volunteer shifts and the floor plan so setup does not depend on last-minute decisions.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Reserve venue and rooms
2 people
Prepare the budget
2 people
Check permits
Book performers and presenters
2 people
Compile the music program
2 people
Put together a world cuisine menu
3 people
Contact stallholders
3 people
Send invitations
3 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
2 people
Recruit volunteers
3 people
Assign volunteers
2 people
Hand out the run sheet
2 people
Confirm reservations
2 people
Create floor plan
2 people
Create menus
2 people
Create program posters
2 people
Create signage
2 people
Inventory materials
2 people
Confirm deliveries
Prepare allergen labels
2 people
Inform cooking teams
2 people
Do the shopping
4 people
Collect fresh produce
2 people
Chill drinks
3 people
Portion cooking ingredients
4 people
Sort decorations
3 people
Test the equipment
2 people
Event
Prepare the kitchen
4 people
Set up tables and chairs
6 people
Set up booth tables
4 people
Clear the stage area
3 people
Set up the sound system
3 people
Connect lighting
2 people
Hang decorations
5 people
Set up the information desk
2 people
Signpost the entrance
2 people
Set up the buffets
5 people
Prepare dishes
8 people
Place allergen cards
2 people
Set out tableware
3 people
Set up the register and change
2 people
Brief volunteers
3 people
Welcome performers
2 people
Welcome visitors
4 people
Announce the program
Staff food stalls
8 people
Serve drinks
4 people
Refill drinks
3 people
Refill buffet
5 people
Keep tables clean
3 people
Empty trash bins
2 people
Supervise children's activities
4 people
Lead the workshops
3 people
Guide the performances
2 people
Play music
Assist at the photo spot
2 people
Announce the final round
See visitors out
3 people
Close out cash and the register
2 people
Store food safely
4 people
Turn off the sound system
2 people
Aftercare
Dismantle furniture
6 people
Remove decorations
4 people
Collect waste
5 people
Wash dishes
4 people
Clean the kitchen
4 people
Clean the rooms
5 people
Check sanitary facilities
2 people
Collect lost and found items
2 people
Count materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Dispose of waste
3 people
Hand over the venue
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 3
- Foldable tablesqty 18
- Market tablesqty 10
- Chairsqty 220
- Bar stoolsqty 12
- Buffet tablesqty 6
- Clothes racksqty 2
- Bollardsqty 12
Tableware
- Reusable platesqty 250
- Reusable bowlsqty 120
- Reusable cupsqty 300
- Wine glassesqty 80
- Coffee cupsqty 100
- Knivesqty 250
- Forksqty 250
- Spoonsqty 180
- Serving spoonsqty 30
- Serving plattersqty 30
- Thermos flasksqty 8
- Water jugsqty 12
Equipment
- Active speakersqty 2
- Wireless microphonesqty 2
- Mixer
- Speaker standsqty 2
- Extension cordsqty 8
- Power stripsqty 8
- Laptop
- Charging stationsqty 2
Kitchen
- Coolersqty 6
- Cutting boardsqty 12
- Chef's knivesqty 12
- Mixing bowlsqty 12
- Measuring cupsqty 6
- Roasting pansqty 6
- Cooking potsqty 8
- Hot platesqty 4
- Food warmersqty 8
- Storage binsqty 20
- Serving tongsqty 20
- Kitchen timersqty 4
Decorations
- World flagsqty 40
- Buntingqty 12
- Paper lanternsqty 30
- Tableclothsqty 24
- Menu boardsqty 12
- Photo backdrop
- Chalkboardsqty 12
- Directional signsqty 20
- Tapeqty 8
- Cable tiesqty 100
Lighting
- LED light stringsqty 8
- LED spotlightsqty 6
- Battery lanternsqty 8
Cleaning
- Waste binsqty 12
- Waste binsqty 4
- Broomsqty 4
- Dustpan and brushqty 4
- Mopsqty 4
- Bucketsqty 4
- Cleaning glovesqty 12
- Hand soap dispensersqty 6
Sports equipment
- Parachute cloth
- Soft ballsqty 12
- Hoopsqty 8
- Skipping ropesqty 8
- Game materialsqty 6
Catering
- Groceries
Tips
- Set the date and programme before booking performers or inviting visitors. Allow at least 8–12 weeks for a small festival and longer if you need permits or several international food teams.
- Plan the site around three separate flows: audience seating, food service and performance access. Mark buffet tables, market tables, stalls, speakers, cable routes and waste points on the floor plan before setup day.
- Collect dietary requirements when people register, not at the entrance. Give cooking teams the final numbers and prepare allergen labels at least 24 hours before food service.
- Count reusable tableware by service rather than by guest. For 100 visitors, check that you have enough plates, bowls, cups, cutlery and serving utensils for the busiest meal period, plus a reserve.
- Confirm every delivery and volunteer shift in the final week. Hand out the run sheet before doors open, and test microphones, active speakers, the mixer, extension cords and charging stations during setup.
Frequently asked questions
- How far in advance should I organise a world festival?
- Begin at least 8–12 weeks before the festival for a small event. Start earlier if you need permits, multiple performers, food stallholders or a venue with several rooms.
- How many volunteers do I need for a world festival?
- Plan separate cover for welcome and registration, food areas, performers, room changes and cleanup. As a starting point, schedule 1 volunteer per 20–30 expected visitors, then add extra people for busy food service periods.
- When should I collect dietary requirements for a world festival?
- Ask for dietary requirements during registration and close the first data check 7 days before the event. Send the final list to cooking teams at least 24 hours before service so allergen labels and menu changes can be prepared.
- What equipment should I test before a world festival?
- Test microphones, active speakers, the mixer, laptop connections and power distribution during setup, not when visitors arrive. Allow at least 2 hours before opening to check sound, cable routes, charging stations and backup connections.
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