Youth festival checklist

A youth festival needs more than a programme and a sound system. You need a clear order for permits, registrations, supervision, food, equipment and setup, especially when minors are attending. Start with the date and location, then build the programme and open registrations before finalising food and staffing. This checklist covers the details that are easy to leave too late, including permissions, dietary information, weather plans, chilled drinks and separate allergen labels.

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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
Arrange permits and notifications
2 people
Set the schedule and times
3 people
Choose music and activity offerings
3 people
Make reservations for materials
2 people
Contact supervisors and volunteers
2 people
Draft invitations
2 people
Send invitations
2 people
Post promotion on social media
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Collect permissions for minors
2 people
Create final participant list
2 people
Send program to attendees
Check the weather forecast
Set up a bad-weather alternative
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Check materials
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare sandwiches and wraps
4 people
Label allergens separately
2 people
Prepare coffee and tea
2 people
Open venue
2 people
Clear loading and unloading area
2 people
Build tents and canopies
4 people
Set up tables and chairs
4 people
Set up the registration table
2 people
Set up buffet tables
3 people
Connect sound equipment
2 people
Test music and microphone
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up activity stations
5 people
Place waste stations
2 people
Check toilets
2 people
Check safe walking routes
2 people
Brief volunteers
3 people

Event

Welcome visitors
4 people
Register attendance
3 people
Hand out wristbands
2 people
Explain the program
Provide music
2 people
Supervise activities
6 people
Lead the workshops
4 people
Serve snacks
3 people
Hand out drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Distribute diet meals
Refill coffee and tea
2 people
Collect waste
2 people
Clean tables in between
2 people
Check toilets periodically
Announce the final program
Ensure visitors leave safely
3 people

Aftercare

Turn off the sound equipment
2 people
Clear away food and drinks
3 people
Sort and remove waste
3 people
Collect tableware
3 people
Take down tables and chairs
4 people
Take down tents and decorations
4 people
Pack activity materials
4 people
Sweep and mop the venue
3 people
Clean the restrooms
2 people
Collect lost and found items
Count and check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
Buffet tablesqty 6
Registration tablesqty 2
Folding chairsqty 80
Bar stoolsqty 12
Waste binsqty 8
Blanketsqty 10

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 200
Coffee cupsqty 80
Serving plattersqty 12
Serving utensilsqty 12
Water jugsqty 10

Equipment

Active speakersqty 2
Mixer
Wireless microphonesqty 2
Speaker standsqty 2
Extension cordsqty 8
Power stripsqty 6
Coolersqty 6
Cable reelsqty 3

Lighting

String lightsqty 8
LED lampsqty 10

Decorations

Buntingqty 8
Balloonsqty 150
Balloon pumpqty 2
Welcome sign
Program postersqty 12
Table décorqty 12

Sports equipment

Footballsqty 4
Basketballsqty 3
Conesqty 20
Skipping ropesqty 8
Frisbeesqty 6
Game cardsqty 6
Board gamesqty 8

Kitchen

Cutting boardsqty 6
Chef's cutleryqty 6
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
Label markersqty 6
Food containersqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
First aid kit

Catering

Groceries

Tips

Set the date, location, schedule and permit requirements before promoting the festival. Allow at least 4–6 weeks for permissions, notifications and reservations if the event is outdoors or uses amplified sound.
Open registrations only after the programme and supervision plan are clear. Collect dietary requirements and parental permissions at the same time, then freeze the final participant list several days before the festival.
Plan adult supervision by activity and time slot, not just by total headcount. Confirm supervisors and volunteers at least 1 week ahead and send them the final programme, arrival time and responsibilities.
Check sound, lighting and power before setup day. Test the mixer, wireless microphones, active speakers, extension cords and cable reels together, and keep cables away from registration and food-service routes.
Prepare food and drinks in stages on the final day. Chill drinks early, prepare snacks and sandwiches close to serving time, and label allergen-free or allergen-specific food separately so it is not mixed up at the buffet.

Frequently asked questions

How far in advance should I organise a youth festival?: Start planning at least 6–8 weeks before the event. Use the first weeks for the date, location, permits, programme, reservations and volunteer recruitment; open registrations only when those basics are confirmed.
What permissions do I need for a youth festival?: Check local permit and notification requirements as soon as the location is chosen, preferably 6 weeks before the event. For minors, collect signed parental permissions before finalising the participant list, and keep dietary information with the registration records.
How much food and drink should I plan for a youth festival?: Plan food for the full number of registered participants plus a small buffer, usually 5–10% if attendance is uncertain. For drinks, provide water throughout the event and chill enough servings for each programme block rather than waiting until guests arrive.
When should I make the bad-weather plan?: Create the alternative at the same time as the main programme, at least 2 weeks before the festival. Check the forecast 3–5 days ahead and again on the event morning, then send any location or schedule change to attendees and volunteers.

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.