Youth festival checklist: what to arrange and when

A youth festival needs more than a program and a sound system. You need a clear schedule, permission from parents, trained supervision, first-aid cover and a venue that works in changing weather. This checklist takes you from setting the date through registrations, suppliers and equipment testing to the final shopping and setup checks. Start early with anything involving permits, insurance or parents, then leave practical checks and chilled drinks for the final 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

Set the date and program
2 people
Divide up the venue and grounds
2 people
Check permits
Check insurance
Reserve suppliers
Compile the music program
2 people
Put together the activity program
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Send parent information
Collect permissions
2 people
Assign volunteers
2 people
Arrange first aid contact
Create a supervision roster
2 people
Check the weather forecast
Finalize the program
2 people
Prepare signage
2 people
Sort wristbands
2 people
Check game materials
2 people
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Inspect the site
3 people
Set up tents
6 people
Set up tables and chairs
4 people
Mark off the stage area
3 people
Set up activity stations
6 people
Set up the sports area
4 people
Set up the entrance and registration
3 people
Set up the catering buffet
4 people
Fill coolers
2 people
Prepare snacks
4 people
Connect sound
2 people
Set up lighting
3 people
Hang decorations
4 people
Conduct a safety check
3 people
Brief volunteers
3 people

Event

Staff the registration table
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Assist with opening program
2 people
Provide the music program
2 people
Supervise game activities
6 people
Guide creative workshops
4 people
Guide sports activities
4 people
Serve snacks
4 people
Hand out drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Supervise activities
4 people
Support first aid
2 people
Check toilets
2 people
Operate the lighting program
Support the evening program
3 people
Providing announcements
Announce the final round
2 people
Ensure visitors leave safely
4 people

Aftercare

Close catering
3 people
Switch off equipment
2 people
Remove decorations
4 people
Collect waste
5 people
Clear tables and chairs
5 people
Sort game equipment
3 people
Wash dishes
3 people
Clean the grounds
5 people
Take down tents
6 people
Pack equipment
3 people
Count materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Inform parents about items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Dressing room tablesqty 2
Waste binsqty 12
Parasolsqty 4

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Bowlsqty 80
Serving spoonsqty 12
Pliersqty 8
Pouring jugsqty 8
Thermos flasksqty 4
Serving traysqty 8

Equipment

Portable speakersqty 2
Mixer
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable power banksqty 4
Laptop
Projection screen
Projector
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2

Lighting

LED string lightsqty 8
LED lampsqty 12
Outdoor lighting cablesqty 4

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 12
Directional signsqty 12
Program boardsqty 6
Wristbandsqty 200

Sports equipment

Footballsqty 6
Basketballsqty 4
Korfball hoopsqty 2
Frisbeesqty 8
Skipping ropesqty 10
Conesqty 30
Hoopsqty 12
Soft ballsqty 12
Water-free gamesqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 12
Oven mittsqty 4

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Work glovesqty 12
Hand soap dispensersqty 6
Sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the date and program before booking suppliers or sending invitations. Allow at least 8–12 weeks if you need permits, insurance checks or specialist equipment.
Send parent information with the invitation and set a firm registration deadline, ideally 2–3 weeks before the festival. Use the final list to collect dietary requirements and permissions rather than chasing them on the day.
Build the supervision roster around the program, not just the venue. Give every activity and time slot named cover, and keep the first-aid contact details with the event lead and volunteer team.
Test the full sound and presentation setup at least 2 days beforehand. Connect the mixer, microphones, portable speakers, laptop, projector, extension cords and power strips exactly as they will be used.
Do the final shopping 1–2 days before the festival and chill drinks the day before. Check reusable cups, plates and cutlery, serving equipment, coolers, waste bins and weather protection before loading the venue.

Frequently asked questions

How early should I start planning a youth festival?: Start at least 8–12 weeks before the event. Use the first weeks for the date, program, venue layout, permits, insurance and supplier bookings; leave invitations and registrations enough time to collect permissions and dietary information.
When should parents receive youth festival information?: Send the parent information with the invitation, at least 3–4 weeks before the festival. Set the permission and registration deadline 2–3 weeks before the event so you can build the supervision roster and activity groups from confirmed numbers.
How many volunteers are needed for a youth festival?: There is no single ratio for every festival, but assign named supervision for every activity and time slot before registrations close. Finish the roster at least 1 week beforehand and keep one or more extra volunteers available for breaks, arrivals and unexpected issues.
When should I test the youth festival equipment?: Run a complete equipment test at least 2 days before the festival, including microphones, speakers, mixer, projector, laptop and power connections. On the event day, repeat a short sound and image check before participants arrive.

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