World Music Festival planning checklist

A world music festival needs more than a lineup and a stage. You’ll need to coordinate performers, venue access, permits, power, sound checks, catering, toilets, volunteers and visitor information in the right order. Start by fixing the date and program, then confirm technical and access requirements before publishing invitations. This checklist covers the planning work and equipment needed to move from the first booking to a controlled event-day setup.

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

Set the date and program
2 people
Contact performers
2 people
Reserve venue
Check permits
Check insurance
Confirm performers
2 people
Create the performance schedule
2 people
Design invitations
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
2 people
Reserve power supply
Reserve audio equipment
Reserve toilets
Recruit volunteers
2 people
Assign volunteers
2 people
Gather artist information
Gather technical requirements
Publish route and parking
Publish the program online
Create signage
2 people
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Fill coolers
2 people
Prepare snacks
3 people
Inspect venue
2 people
Cordon off the area
3 people
Set up the stage
4 people
Set up tents
4 people
Set up tables and chairs
4 people
Connect the sound system
3 people
Install lighting
2 people
Safely connect power
2 people
Set up catering points
3 people
Set up information table
2 people
Check toilets
2 people
Place waste stations
2 people
Hang up decorations
3 people

Event

Welcome performers
2 people
Run the sound check
3 people
Set out catering supplies
3 people
Staff the registration table
2 people
Welcome the audience
3 people
Distribute program
2 people
Support the first performance
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock the food stations
2 people
Swap performances
3 people
Answer audience questions
2 people
Keep the grounds clean
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Turn on evening lighting
Announce the final act
Guide the audience to the exit
3 people

Aftercare

Turn off the sound equipment
2 people
Close catering
3 people
Remove decorations
3 people
Dismantle the stage
4 people
Take down tents
4 people
Collect furniture
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the grounds
4 people
Hand over the toilets
Clean equipment
2 people
Inventory materials
2 people
Return borrowed items
2 people
Hand over the venue
2 people
Store leftover stock
2 people
Collect invoices

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
Market stallsqty 6
Stage sectionsqty 12
Crowd control barriersqty 20

Equipment

PA system
Mixing console
Singing microphonesqty 6
Microphone standsqty 6
Monitor speakersqty 3
DI boxesqty 4
Extension cordsqty 12
Power stripsqty 8
Generator

Lighting

LED light setsqty 4
String lightsqty 8
Work lightsqty 4

Tableware

Reusable drinking glassesqty 200
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coolersqty 8
Thermos flasksqty 6
Coffee machinesqty 3
Kettlesqty 2
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Tongs and spatulasqty 12
Food containersqty 20
Serving tongsqty 10

Decorations

World flagsqty 30
Colored clothsqty 12
Program postersqty 20
Tableclothsqty 12
Chalkboardsqty 8
Pensqty 20

Cleaning

Waste binsqty 12
Trash bagsqty 150
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towelsqty 12

Catering

Groceries

Tips

Confirm each performer’s technical requirements at least 6 weeks before the festival. Ask about inputs, microphones, monitor speakers, DI boxes, stage space and arrival times so the PA system and mixing console can be prepared properly.
Reserve power before booking the final equipment layout. Allow separate capacity for the PA system, LED light sets, coffee machines, kettles and food service, and keep a generator available if the venue supply is uncertain.
Set the performance schedule with sound-check windows, changeovers and meal breaks—not only set times. A 30-minute changeover can disappear quickly when microphones, stands, DI boxes and monitor speakers need to be moved.
Collect dietary requirements when registrations are processed, then give the caterer a final count 7 days before the event. Plan serving platters, serving spoons, reusable drinking glasses, plates and cutlery alongside the menu.
Publish route, parking and the online program at least 10 days ahead, and prepare printed signage for the venue. Include separate directions for performers, volunteers and visitors so arrivals do not block equipment unloading or the entrance.

Frequently asked questions

How far in advance should I plan a world music festival?: Start planning at least 6 months before the festival, especially if performers, a venue, permits and technical equipment must be booked. Finalize the program and main suppliers no later than 8 weeks before the event.
When should performers confirm their technical requirements?: Ask for technical requirements when performers are contacted and confirm them again 6 weeks before the festival. Recheck arrival times, stage needs, microphones, DI boxes, monitor speakers and power requirements 7 days before setup.
How many volunteers do I need for a world music festival?: Plan at least 1 volunteer for every 25 to 40 visitors, then add separate people for artist reception, entrances, parking, catering and stage changes. Assign every volunteer a named role and shift before invitations are sent.
When should I publish the festival program and travel information?: Publish the route, parking information and online program at least 10 days before the festival. Send a final update 48 hours beforehand with arrival details, schedule changes and any access instructions.

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.