World Music Festival checklist: what to arrange and when

A World Music Festival involves more than booking musicians and putting up a stage. You need to coordinate permits, music rights, sound and lighting, catering, toilets, security, first aid and volunteer roles before invitations go out. This checklist follows the work from choosing the date and venue through registrations, site inspection and stage setup. Use it to keep artist information, dietary requirements, equipment and the event-day run sheet together.

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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
Contact Musicians
2 people
Compile the music program
2 people
Apply for permits
Arrange music rights
Reserve venue
Reserve sound and lighting
2 people
Book catering
2 people
Reserve security
Reserve toilets
Arrange first aid
Recruit volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create floor plan
2 people
Print the run sheet
Assign volunteers
2 people
Send artist information
Check stock
2 people
Create a shopping list
2 people
Do the shopping
3 people
Prepare materials
3 people
Inspect the site
3 people
Set up the stage
6 people
Connect sound equipment
4 people
Install lighting equipment
3 people
Test power supply
3 people
Set up tents and stalls
6 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up the info point
2 people
Set up bar and buffet
4 people
Fill coolers
3 people
Prepare snacks
5 people
Lay out name badges
2 people
Welcome performers
2 people
Run the sound check
4 people
Give volunteer briefing
3 people

Event

Open the entrance
4 people
Register visitors
4 people
Distribute program
2 people
Assist performers
2 people
Guide the performances
3 people
Serve snacks
4 people
Serve drinks
4 people
Refill drinks
3 people
Refill buffet
3 people
Empty trash bins
2 people
Check toilets
2 people
Keep the grounds clean
2 people
Answer audience questions
2 people
Support first aid
2 people
Announce the final act
Ensure visitors leave safely
4 people

Aftercare

Turn off the sound equipment
3 people
Clean up catering
4 people
Collect waste
5 people
Wash dishes
3 people
Remove decorations
3 people
Clear tables and chairs
4 people
Dismantle tents and stalls
6 people
Dismantle the stage
6 people
Clean the grounds
5 people
Inventory materials
2 people
Return equipment
3 people
Hand over the venue
2 people

What to bring

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

Furniture

Foldable tablesqty 18
Folding chairsqty 220
Party tentsqty 6
High tablesqty 12
Bar stoolsqty 16
Stage sectionsqty 12
Stage legsqty 24
Dressing room tablesqty 4
Changing room chairsqty 12

Equipment

Speakersqty 4
Subwoofersqty 2
Mixer
Microphonesqty 8
Microphone standsqty 8
Monitor speakersqty 4
Various audio cables
DI boxesqty 6
Cable reelsqty 8
Extension cordsqty 12
Power stripsqty 12
Walkie-talkiesqty 10
Power banksqty 6
Laptopsqty 2
Payment terminalsqty 4
Cash traysqty 4
Notice boardsqty 2

Lighting

Stage spotlightsqty 8
Light standsqty 4
String lightsqty 8
LED lanternsqty 12

Tableware

Reusable drinking glassesqty 350
Reusable wine glassesqty 80
Reusable coffee cupsqty 120
Platesqty 350
Cutlery setsqty 350
Serving boardsqty 20
Serving plattersqty 24

Kitchen

Coolersqty 8
Ice containersqty 4
Thermos flasksqty 8
Water jugsqty 12
Food warmersqty 6
Serving spoonsqty 12
Cutting boardsqty 6
Paring knivesqty 6
Food containersqty 24

Decorations

World flagsqty 30
Colored fabricsqty 12
Tableclothsqty 18
Menu standsqty 12
Name badgesqty 60
Directional signsqty 16
Program standsqty 8

Cleaning

Waste binsqty 18
Waste sorting binsqty 6
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Cleaning spongesqty 12
Hand broomsqty 6
Toilet brushesqty 6

Catering

Groceries

Tips

Start with the date, venue and permits. Confirm the location before booking suppliers, then allow at least 8–12 weeks for permit applications and music-rights arrangements if your local authority requires advance review.
Build the music programme before sending invitations. Give each musician a confirmed set time, arrival window, soundcheck slot and contact person, then send the final artist information at least 7 days before the festival.
Treat sound and power as one plan. Check the speakers, subwoofers, mixer, microphones, monitor speakers, DI boxes, cables, cable reels and extension cords during the site inspection, and leave a 30–60 minute buffer for soundcheck.
Close registration before buying supplies. Set a deadline 5–7 days before the event for attendance and dietary requirements, then use the final numbers to check catering, reusable glasses, coffee cups, plates and cutlery.
Assign volunteers by time and place, not just by name. Put arrival, bar, artist support, information, setup and cleanup shifts on the run sheet, and print enough copies for every team lead before the first act arrives.

Frequently asked questions

How far in advance should I plan a World Music Festival?: Start 3–6 months ahead for a small festival, especially if you need permits, music rights, musicians, a venue and technical suppliers. Begin final attendance, dietary and volunteer checks 1–2 weeks before the event.
When should I book musicians and sound equipment for a World Music Festival?: Contact musicians and reserve sound and lighting as soon as the date and location are confirmed, ideally 8–12 weeks ahead. Send the final programme and technical details to artists at least 7 days before the festival.
How many volunteers do I need for a World Music Festival?: Plan at least one volunteer for each active area or shift, such as registration, artist support, catering, information and cleanup. Add one team lead per group and publish the assignments on the run sheet 3–5 days before the event.
When should I buy food, drinks and serving supplies?: Set the registration and dietary-requirement deadline 5–7 days before the festival. Check stock then, create the shopping list, and do the final shopping close enough to the event to keep perishable food fresh.

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