Youth Music Festival checklist

A youth music festival needs more than confirmed performers and a stage. You also need parent contacts, dietary information, volunteer cover, technical details, permits, insurance and a clear run sheet. Start with the date, location and programme, then lock in registrations and suppliers before building the production plan. Use the final week to test every microphone, cable, light and power connection, brief artists and volunteers, and prepare for weather or emergencies.

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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
Compile program
3 people
Confirm performances
2 people
Collect artist information
2 people
Gather technical requirements
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Register parent contacts
2 people
Assign volunteers
3 people
Make reservations
2 people
Check permits
2 people
Check insurance
Contact with local residents
2 people
Compile emergency numbers
Check the weather forecast
Print the run sheet
Work out the stage layout
2 people
Develop the technical plan
2 people
Make a shopping list
2 people
Do the shopping
3 people
Check materials
2 people
Test equipment
2 people
Send artist briefing
Send the volunteer briefing
Open venue
2 people
Clear the loading zone
2 people
Set up the stage
4 people
Set up sound equipment
3 people
Set up lighting equipment
2 people
Lay cables safely
3 people
Set up tables
3 people
Set up chairs
3 people
Mark audience sections
2 people
Set up the entrance
2 people
Set up catering point
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware
2 people
Hang decorations
3 people
Put up info boards
2 people
Place waste stations
2 people
Check toilets
2 people
Set out first aid kit
Place fire extinguishers
2 people
Perform sound check
3 people
Perform a lighting check
2 people

Event

Welcome performers
2 people
Escort performers to backstage
2 people
Welcome the audience
3 people
Check off registrations
2 people
Distribute program
2 people
Inform the audience
Announce performances
Coordinate stage changes
3 people
Monitor sound level
2 people
Assist performers
2 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check the Toilets in Between
2 people
Provide first aid
2 people
Register lost items
Guide the audience flow
3 people
Announce the final program
Guide the audience to the exit
3 people
Check out artists
2 people

Aftercare

Tear down stage
4 people
Disconnect sound equipment
3 people
Disconnect the lighting equipment
2 people
Roll up cables
3 people
Clear away furniture
4 people
Remove decorations
2 people
Wash dishes
3 people
Pack leftover food
2 people
Empty coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Collect lost and found items
2 people
Inventory materials
2 people
Store equipment dry
2 people
Return materials
2 people
Lock up the venue
2 people

What to bring

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

Furniture

Stage sectionsqty 6
Stage stepsqty 2
Tablesqty 12
Chairsqty 180
High tablesqty 8
Clothes racksqty 2
Collapsible cratesqty 12
Coolersqty 6
Crowd control barriersqty 14

Equipment

Speakersqty 4
Mixing console
Microphonesqty 6
Microphone standsqty 6
DI boxesqty 4
Monitor speakersqty 3
Amplifiersqty 2
XLR cablesqty 14
Jack cablesqty 10
Power stripsqty 10
Extension cordsqty 12
Cable matsqty 12
Laptop
Walkie-talkiesqty 8
Power banksqty 6
Charging cablesqty 8

Lighting

LED spotlightsqty 8
Light standsqty 2
String lightsqty 4
Flashlightsqty 6

Tableware

Reusable cupsqty 350
Platesqty 250
Cutlery setsqty 250
Coffee cupsqty 80
Water jugsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot holding containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 16
Serving spoonsqty 8
Thermos flasksqty 6
Ice containersqty 4

Decorations

Festival Flagsqty 8
Balloon archesqty 2
Stage drapesqty 4
Tableclothsqty 12
Program standsqty 6
Directional signsqty 10

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Reflective vestsqty 12
Flashlight holdersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm the date and location before inviting performers or opening registrations. Check permits, insurance and any arrangements with local residents early, because these can take several weeks to resolve.
Collect each performer’s technical requirements as soon as the booking is confirmed. Turn them into one stage layout and technical plan, including microphones, DI boxes, monitors, cables, power strips and cable mats.
Register parent or guardian contacts alongside participant registrations. Collect dietary requirements at the same time so food, reusable cups, plates and cutlery can be planned for a known number of people.
Assign volunteers by role and shift rather than asking for general help. Send the volunteer briefing before the festival and include emergency numbers, arrival times, crowd-control responsibilities and who handles artist support.
In the final week, test the full sound and lighting setup instead of checking items separately. Print the run sheet, check the weather forecast, label equipment and keep flashlights, extension cords and backup power options accessible.

Frequently asked questions

How far in advance should I organise a youth music festival?: Begin at least 8 to 12 weeks ahead. Confirm the date, location, permits and insurance first, then book performances, process registrations and assign volunteers before finalising the technical setup.
What information should I collect from youth performers?: Collect the performer’s name, contact details, set length, arrival time and technical requirements. Ask for this no later than 4 weeks before the festival so the stage layout, microphones, DI boxes and monitor speakers can be planned.
When should I send the artist and volunteer briefings?: Send both briefings about 7 days before the event, with a final update 24 hours beforehand if timings or weather change. Include arrival instructions, the run sheet, contact numbers and each person’s responsibilities.
How many volunteers are needed for a youth music festival?: Plan separate cover for registration, artist support, stage changes, audience flow and emergencies. A small festival usually needs at least 1 coordinator plus 1 volunteer per active area, with extra people scheduled during arrivals and changeovers.

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.