World Music Festival planning checklist

A World Music Festival involves more than booking performers and putting up a stage. You need to align the programme with sound, power, transport, catering, registrations and venue access. Start with the programme and performer confirmations, then work through technical requirements, permits and safety checks before the event day. This checklist helps you keep the 78 planning tasks and 60 required items in the right order, including details that are often left until too late.

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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

Finalize the program
2 people
Confirm performers
2 people
Gather technical requirements
2 people
Schedule performances
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Reserve artist transport
2 people
Book catering
2 people
Confirm venue use
2 people
Reserve stage and sound
2 people
Check power outlets
2 people
Define access routes
2 people
Clear emergency exits
2 people
Check first aid supplies
Prepare insurance documents
Check permits
Print program boards
2 people
Print direction signs
2 people
Prepare name badges
2 people
Prepare the cash register
2 people
Charge payment terminals
2 people
Get cash float
2 people
Print artist information
2 people
Do the shopping
3 people
Chill drinks
3 people
Prepare snacks
4 people
Portion the catering
3 people
Set up tables and chairs
4 people
Set up the stage
4 people
Set up the sound system
3 people
Connect microphones
2 people
Set up instruments
3 people
Hang lighting
3 people
Set up party tents
4 people
Hang up decorations
3 people
Set up info booth
2 people
Set up entrance
3 people
Restock the toilets
2 people
Place waste stations
2 people
Walk the grounds
3 people
Perform sound check
3 people

Event

Welcome performers
3 people
Welcome visitors
4 people
Check tickets
3 people
Hand out wristbands
3 people
Staff the info desk
2 people
Announce performances
Assist performers
2 people
Guide the performances
3 people
Carry out stage changes
4 people
Check the sound level
2 people
Serve drinks
4 people
Refill drinks
3 people
Serve snacks
3 people
Provide coffee and tea
2 people
Keep buffet clean
2 people
Collect waste
3 people
Check toilets
2 people
Check public area
2 people
Host the final performance
3 people
See visitors out
3 people

Aftercare

Close the register
2 people
See off the artists
2 people
Switch off equipment
2 people
Pack instruments
3 people
Take down the sound system
3 people
Dismantle the stage
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Sort waste
3 people
Wash dishes
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Clean the grounds
4 people
Gather borrowed items
2 people
Return materials
3 people
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 300
Beer tablesqty 12
Party tentsqty 4
Folding countersqty 3
Dressing room tablesqty 3
Changing room chairsqty 12

Equipment

Stage sectionsqty 12
Speakersqty 4
Stage monitorsqty 3
Mixer
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Instrument cablesqty 12
Extension cordsqty 12
Power stripsqty 8
Cable matsqty 10
Music standsqty 8
Coat racksqty 4

Lighting

LED light barsqty 8
Light standsqty 4
Mood lightingqty 12
Battery lanternsqty 10

Decorations

Buntingqty 12
World mapsqty 6
Country flagsqty 20
Tablecloth setsqty 18
Program boardsqty 8
Route signsqty 10
Name badgesqty 50

Tableware

Reusable drinking glassesqty 400
Coffee cupsqty 100
Platesqty 350
Cutlery setsqty 350
Serving spoonsqty 12
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 6
Food warmersqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Serving plattersqty 18
Serving tongsqty 12
Measuring cupsqty 4
Washing-up basinsqty 4
Kettlesqty 3
Coffee machinesqty 3

Cleaning

Waste binsqty 16
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Hand sanitizer pumpsqty 8
Cleaning glovesqty 12
Microfiber clothsqty 24
Litter pickersqty 4

Catering

Groceries

Tips

Lock the programme before ordering printed materials. Once performances and timings are confirmed, print programme boards, artist information, direction signs and name badges together rather than updating them in several rounds.
Collect dietary requirements during registration, not a few days before the festival. Give the caterer a final count and the complete dietary list before food orders and service arrangements are fixed.
Check the technical setup at the venue before performers arrive. Test power outlets, extension cords, power strips, cable mats, microphones, DI boxes, monitors and speakers in the actual stage and audience layout.
Treat artist transport and access as part of the running order. Confirm arrival times, reserve transport early and define access routes so performers, equipment deliveries and visitors do not compete for the same entrance.
Prepare cash and card payments before opening time. Charge the payment terminals, prepare the cash register and cash float, and allow at least 30 minutes for a final test before the first visitor arrives.

Frequently asked questions

How far in advance should I organise a World Music Festival?: Start at least 8 to 12 weeks before the festival. Confirm performers and the programme first, then allow time for permits, venue use, technical planning, catering, transport and registrations.
What technical equipment does a World Music Festival need?: Plan for a stage, speakers, mixer, microphones, stands, monitors, DI boxes, instrument cables and safe power distribution. Test the complete setup at least 1 day before the event, including outlets, extension cords and cable mats.
When should I finalise catering and dietary requirements?: Collect dietary information when processing registrations and send the final numbers to the caterer 5 to 7 days before the festival. Keep a small buffer for late changes and make the information available to the catering team on the day.
When should permits and safety checks be completed?: Check permits and prepare insurance documents at least 4 weeks before the event. Complete emergency-exit, first-aid and access-route checks during the final venue inspection, no later than 1 day before opening.

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