Planning a festival can be exciting, but it’s also a massive project with dozens of moving parts. Starting from securing permits and managing vendors to coordinating equipment, staff, and guest experiences, there’s a lot to track. Missing a single step can lead to expensive mistakes or unhappy attendees, and you don’t obviously want that!

That’s exactly why we created this comprehensive festival planning checklist. If you’re organizing a community music festival, a food fair, or a cultural celebration, this guide will walk you through every stage.

Get the Checklist

Professional event planners know that solid checklists are essential, and we’ve made this one easy to use however you like. Download a printable PDF if you love pen and paper, or grab the Excel and Google Sheet versions if you prefer working digitally.

Whichever format works for you, this checklist will help you stay organized and confident every step of the way.

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Core Timeline Checklist

Foundation Phase (6-8 Weeks Before Event)

• Set event budget (include contingency funds)
• Finalize event date and secure venue contract
• Research and begin permits & licenses process
• Research and secure event insurance
• Identify and book key vendors such as equipment rentals, food trucks, performers, and security
• Draft preliminary site layout
• Start sponsor & partner outreach
• Open vendor applications for booths or activations
• Create or update event website/landing page
• Launch Save the Date announcement (website, social, email)
• Set up ticketing system if needed, and decide pricing tiers
• Begin building volunteer recruitment plan
• Assign core planning team roles & responsibilities
• Begin initial outreach to local media for pre-event coverage
• Research nearby hotels and parking options for guests
• Start initial safety & emergency planning (first aid, lost & found, weather contingencies)

Coordination Phase (3-5 Weeks Before Event)

• Make and share the event schedule with everyone involved
• Confirm all tech needs, such as power, sound, lighting, and Wi-Fi, with vendors
• Assign volunteer roles and create a volunteer schedule
• Order all festival supplies, such as signage, wristbands, tickets, merchandise, first aid kits, and walkie-talkies
• Finalize food & beverage menu and confirm health permits
• Ensure all vendors provide Certificates of Insurance (COI) where needed
• Create a safety plan for weather, medical issues, and security
• Hold a meeting with the planning team to check progress and deadlines
• Plan the guest experience, including entry, info booths, restrooms, and water stations
• Confirm transportation, parking, and ADA access plans
• Coordinate with local police, fire, and emergency services
• Plan and announce any press events before the festival
• Start training staff and volunteers on their tasks, safety, and helping guests
• Get welcome packets ready for vendors and performers with maps, arrival times, and contact details

Execution Prep Phase (Event Week)

• Conduct final site walkthrough with key team members
• Confirm when rentals, vendors, and equipment will arrive
• Set up the event HQ with walkie-talkies, contact lists, and schedules
• Install signage for entry points, vendor zones, restrooms, and emergency exits
• Double-check permits, insurance, and vendor rules
• Confirm vendor and performer arrival times and setup requirements
• Prepare and hand out kits for volunteers and staff, such as t-shirts, badges, instructions
• Set up backstage or green room if needed
• Make sure security and first aid teams are ready and know their schedules
• Share final event updates on social media, including ticket reminders
• Set up check-in stations with guest lists, ticket scanners, and wristbands
• Order any last-minute supplies like ice, water, or extra signs
• Review emergency plans one last time with key team members
• Make sure media, press passes, and PR contacts are sorted out
• Schedule final team briefing before gates open

Showtime (Event Day)

Pre-Event Setup (Morning Preparation)

• Check the weather forecast and adjust plans if needed
• Do a final check of power, sound, lights, water, and first aid supplies
• Confirm vendors and performers are arriving on time
• Brief volunteers, security, and staff on roles, schedules, and key contacts
• Walk through the site to check signs, entry points, restrooms, and water stations
• Set up the check-in area with wristbands, tickets, guest lists, and press passes
• Test all technology, including ticket scanners, WiFi, PA systems, and walkie-talkies
• Ensure food vendors have proper health displays and permits visible
• Set up vendor and sponsor booths, VIP areas, green rooms, etc.
• Keep backup supplies ready, like batteries, duct tape, extension cords, and zip ties

Live Operations (During Event)

• Monitor entry flow and address any backups or wristband scanning issues
• Assign team members to check in with vendors and performers
• Oversee guest experience, ensuring short lines, clean restrooms, and easy water access
• Stay in contact with security, first aid, and volunteers for regular updates
• Share live event updates on social media, including highlights, crowd moments, and sponsor mentions
• Track crowd movement to prevent congestion in any area
• Stay alert for lost children, first aid needs, or disruptive behavior
• Document key moments for future marketing with photos and videos

Post-Event Night (Wrap-Up)

• Start removing equipment, signage, and event infrastructure
• Collect all leftover supplies like wristbands, tickets, and merchandise
• Hold a quick wrap-up huddle to thank volunteers and staff
• Note any immediate post-event issues to address in the recap
• Confirm that all rental equipment is being returned on time
• Collect lost and found items and create an inventory list

Wrap-Up (Post-Event)

• Settle all vendor and performer payments
• Collect and inventory festival-owned supplies like signage and leftover merchandise
• Hold a post-event team debrief to discuss successes, challenges, and key takeaways
• Send thank-you emails to vendors, sponsors, volunteers, and staff
• Gather feedback from vendors, performers, and guests via surveys or online forms
• Review social media mentions and media coverage for insights
• Compile a final event report covering attendance, sales, incidents, and media coverage
• Archive all important documents, contracts, permits, and notes for future reference

Festival Planning Checklist on Work Groups

Permits & Legal

• Identify all required permits, including event, alcohol, food, noise, and fire
• Apply for a general event permit with the city, county, or park authorities
• Submit food vendor permits if required by local regulations
• File permits for temporary structures like stages, tents, and cooking demos
• Secure fire permits if open flames or pyrotechnics are involved
• Apply for health permits for sanitation, handwashing stations, and waste disposal
• Submit permits for street closures or parking management if necessary
• Collect Certificates of Insurance (COI) from all vendors, performers, and service providers
• Add the venue, municipality, and sponsors as additional insured parties where required
• Maintain a master permit and insurance tracker with submission dates and approvals
• Keep printed copies of all permits and insurance on-site for reference
• Share permit summary with security and site managers
• Ensure all vendors display required health or alcohol permits at their booths
• Confirm fire department walkthrough if needed before the festival opens

Venue & Infrastructure

• Finalize the venue contract with clear terms on access, power, water, waste, and security
• Confirm load-in/load-out times and access points for vendors and staff
• Create detailed site map showing stages, vendor areas, restrooms, emergency exits, and water stations
• Identify power sources (permanent outlets vs. generators) and calculate power needs for vendors, stages, and tech
• Arrange for portable toilets and handwashing stations
• Confirm a waste management plan, including trash, recycling, and compost bins
• Plan for fencing or crowd barriers if required for entry control or restricted areas
• Identify parking areas for staff, vendors, and guests (including ADA parking)
• Secure permits for temporary structures like stages, tents, and signage
• Arrange water supply for vendors, guests, and emergency services
• Confirm availability of on-site storage for extra supplies or equipment
• Confirm venue’s emergency evacuation plan and update it for festival needs
• Identify shaded areas or set up tents for guest comfort at outdoor events
• Arrange proper lighting for any activities taking place after dark
• Confirm Wi-Fi or internet access for vendors, ticketing, and production team
• Arrange backup power solutions such as extra generators and extension cords
• Develop a weather contingency plan for rain, wind, or extreme heat
• Conduct final site walkthrough with venue staff, production team, and vendors

AV/Tech/Production

• Confirm technical requirements with all performers, speakers, and vendors
• Book sound, lighting, and stage equipment rental with backup gear
• Make a detailed AV schedule (sound checks, stage transitions, and mic swaps)
• Assign a tech team to each stage to keep everything running smoothly
• Plan power needs such as generators, extension cords, and backup power
• Test all equipment before event day
• Coordinate with vendors who need power for booths, food trucks, or activations
• Set up control area for sound and lighting techs
• Make sure Wi-Fi works for live streaming, ticket scanning, and other tech
• Arrange backup walkie-talkies for staff communication
• Keep emergency supplies ready (extra mics, cables, batteries, and adapters)
• Check stage safety (secure cables, remove trip hazards, and ground equipment)
• Prepare backup playlist/music for stage downtime or no-shows
• Schedule load-in and setup times for all production elements
• Provide performers/vendors with clear tech contact for day-of troubleshooting
• Confirm tear-down plan and rental return deadlines

Vendors (Food, Retail, Experience)

• Make a vendor application form with clear deadlines
• Review and approve vendors based on event theme and available space
• Collect all required documents (permits, health certificates, insurance)
• Send vendor agreements with setup times, fees, rules, and load-out details
• Assign booth spots and mark them on the event site map
• Give vendors a welcome packet with setup details, parking, and contact info
• Confirm vendor power, water, and waste needs
• Plan a load-in schedule so vendors arrive at different times to avoid traffic jams
• Arrange vendor parking and overnight security if the multi-day festival
• Confirm fire safety requirements for food vendors (fire extinguishers, open flame rules)
• Set deadline for vendors to submit booth signage and menu for approval
• Create vendor directory for guests (printed map, website listing, event app)
• Assign a team member to help vendors during the event
• Keep an emergency vendor kit ready (extra zip ties, tape, extension cords)
• Set clear rules for vendor teardown and waste disposal after the event

Performers & Entertainment

• Finalize the performance schedule, set times, and arrival details
• Collect performance agreements including fees, tech riders, and hospitality needs
• Assign performance areas/stages on the final site map
• Send a welcome packet with arrival times, parking, green room info, and key contacts
• Confirm tech needs for each act (mics, monitors, instruments, sound checks)
• Provide clear stage access instructions and load-in times
• Coordinate with AV/production team to build final run of show
• Confirm performer credentials (badges, wristbands, parking passes)
• Set up green room/backstage area with food, drinks, and schedules
• Assign stage managers to handle performer check-ins and stage transitions
• Prepare emergency backup playlist/music for delays or cancellations
• Review all content guidelines if the event has family-friendly requirements
• Confirm policies for merchandise sales by performers
• Arrange for an onsite photographer/videographer to capture performances
• Conduct day-of performer briefing to review safety, timing, and onsite contacts
• Collect post-event feedback from performers for future improvements

Marketing & Promotion

• Design event branding with a cool logo, colors, and fonts
• Create and launch event website or landing page with essential details
• Design and schedule social media content
• Run paid ads on Google, Facebook, Instagram, TikTok, and local media
• Create press releases and distribute to local news, blogs, and industry publications
• Reach out to influencers and bloggers for event promotion and possible collaborations
• List the event on local event calendars and ticketing platforms
• Create email marketing campaign
• Design flyers, posters, banners, and digital ads
• Promote sponsors and make sure their logos are featured in marketing materials
• Design festival signage and wayfinding materials
• Organize ticket giveaways or contests to boost engagement
• Set up an official event hashtag and encourage user-generated content
• Coordinate media passes for photographers, videographers, and press
• Develop a day-of social media plan
• Schedule post-event content (recap video, attendee testimonials, sponsor appreciation)
• Track progress, including website visits, social media engagement, and ticket sales
• Save all media coverage, influencer posts, and guest feedback for next time

Sponsorship & Partnerships

• Make a list of businesses and brands that would be great sponsors
• Create sponsorship packages with clear tiers, pricing, and benefits
• Design a sponsorship deck with event details and audience info
• Reach out to potential sponsors through emails, calls, and meetings
• Work out the details and sign sponsorship agreements
• Collect sponsor logos, social links, and ad assets for promotional use
• Feature sponsors in event marketing like social media, emails, and the website
• Assign booth space and activations for on-site sponsors
• Coordinate any branded giveaways or sponsor-provided experiences
• Confirm any on-stage mentions or sponsor shoutouts during the event
• Ensure all sponsor deliverables are met (signage placement, logo visibility, VIP perks)
• Assign a sponsor liaison to handle questions and requests pre-event and on-site
• Track sponsor mentions and engagement metrics for post-event reports
• Send post-event recap to sponsors with photos, social metrics, and attendee feedback

Security & Safety

• Hire a trusted security team with event experience
• Coordinate with local police, fire department, and emergency services if required
• Create a clear plan for emergencies like bad weather, medical issues, or crowd control
• Set up a process for lost children, medical help, or handling rowdy guests
• Identify emergency exits and ensure they are marked
• Set up a first aid station with trained medical staff
• Review alcohol service rules with vendors and security staff
• Train volunteers and staff on basic safety procedures and emergency contacts
• Conduct pre-event security walkthrough to check fencing, barriers, restricted areas
• Decide on bag check rules and list banned items at the entrance
• Assign security guards in key areas like the stage, VIP section, and entry gates
• Coordinate overnight security for multi-day events or early setup
• Confirm location and visibility of fire extinguishers and emergency supplies
• Have a plan to monitor weather and respond to storms or extreme conditions
• Set up clear radio communication between security, production, and medical teams
• Keep track of any incidents for insurance and future planning
• Review all insurance requirements related to safety and security

Volunteers & Staffing

• Estimate total volunteer/staffing needs based on event size and layout
• Define roles like check-in, vendor support, stage crew, and cleanup
• Recruit volunteers through applications and confirm their availability
• Collect volunteer applications and confirm availability for specific shifts
• Send volunteer confirmation emails with roles, schedules, and key info
• Provide training before the event, online or in person
• Assign team leaders to oversee different areas
• Prepare volunteer kits with t-shirts, badges, and contact lists
• Set up a check-in station with a system for tracking shifts
• Ensure volunteers know key locations like first aid and restrooms
• Have floaters ready to cover breaks and last-minute changes
• Track volunteer hours for reports and thank-you gifts
• Provide food, snacks, and scheduled breaks
• Establish a code of conduct and conflict resolution plan
• Collect volunteer feedback to improve experience for future events

Guest Experience & Hospitality

• Design a smooth and welcoming entry with clear signs and friendly greeters
• Make sure entrances, paths, restrooms, and stages are ADA accessible
• Set up info booth with maps, schedules, FAQs, and lost & found
• Post clear signs for stages, food, restrooms, exits, and water stations
• Provide shaded seating areas, especially for outdoor events
• Set up water refill stations and remind guests to stay hydrated
• Offer phone charging stations if possible
• Keep restrooms and potties clean, stocked, and serviced
• Prepare clear policy signage (prohibited items, re-entry rules, alcohol policy)
• Create a family-friendly zone for all-age events
• Ensure guest-facing staff and volunteers are trained in customer service
• Provide feedback options with QR codes or comment cards
• Have a plan for helping lost guests or children
• Ensure first aid stations are easy to find and well-staffed
• Offer VIP perks like private restrooms, lounge access, and fast entry
• Monitor and adjust guest flow to avoid overcrowded areas

Merchandise

• Decide on merchandise selection (t-shirts, hats, posters, reusable cups, etc.)
• Track inventory before, during, and after the event
• Set up a payment system for cash, cards, and mobile payments
• Assign dedicated merch team for setup, sales, and inventory control
• Create attractive booth setup (tables, racks, signage, pricing)
• Train merch staff on product details, pricing, and POS usage
• Offer special bundle deals to increase sales (shirt + cup discounts, etc.)
• Set up a safe way to handle cash and make regular cash drops
• Promote exclusive merch on social media before and during the event
• Create an online store option for leftover merchandise after the event
• Design backup plan for rain or windproofing outdoor merch booths
• Provide a size chart for clothing to help customers choose
• Display samples to attract more buyers
• Review sales data to improve future orders

Common Mistakes to Avoid When Planning a Festival

Even experienced planners can fall into avoidable traps when managing a large-scale festival. Starting from permits to staffing, these common mistakes can lead to delays, extra costs, or frustrated guests:

• Waiting too long to apply for permits
• Underestimating setup time and load-in logistics
• Skipping a detailed budget breakdown (hidden costs add up fast)
• Booking vendors without clear contracts or expectations
• Forgetting to plan for weather contingencies
• Booking too many entertainers without breaks
• Not having clear signs for guests and vendors
• Not having a leader for each team during the event
• Waiting too late to plan for power and tech needs
• Not having enough staff or volunteers for check-in and security
• Forgetting to communicate emergency plans to all staff and vendors
• Running out of essentials like ice, water, or toilet paper
• Not planning for trash and cleanup during the event

How to Estimate Costs for Your Festival?

Creating a realistic budget is one of the most important steps in planning a festival, and it’s often where many planners make mistakes. Costs can add up quickly if you forget important expenses like permits, insurance, or last-minute equipment rentals. A well-structured budget helps you make smart decisions from the start and prevents surprises later on.

The best approach is to break your budget into clear categories: venue, permits & insurance, equipment rentals, entertainment, vendors, marketing, staffing, guest amenities, and contingency funds. Each category should have both an estimated cost and a worst-case cost in case of surprises.
Experienced planners suggest setting aside 10-15% of your total budget for unforeseen expenses, since something unexpected is always likely to happen. With a clear, flexible budget, you’ll stay in control and ensure your festival remains profitable.

How to Choose the Right Venue for Your Festival?

Selecting the appropriate venue is a critical decision in festival planning, as it directly impacts the overall experience. It’s not just about size. It should align with the festival’s theme, target audience, and operational needs.

Even the most well-curated lineup may fall short if the venue is difficult to access, lacks the necessary amenities, or is unable to accommodate technical and vendor requirements.

Start by considering your estimated attendance, desired atmosphere, and other key infrastructure such as power, water, parking, and restrooms. Consider easy accessibility as well. Ensure convenient public transportation, ADA compliance, and space for emergency access.

Lastly, contact and discuss with the venue’s team to understand their rules, restrictions, and permit processes. A venue that is easy to work with will save you time, money, and stress during the planning process.

Indoor vs. Outdoor Festivals: Which is Right for Your Event?

When planning a festival, choosing between an indoor or outdoor venue is a major decision that will shape the overall experience.

Both venue types offer distinct advantages. Indoor venues protect from weather and come with essential infrastructure. Besides, outdoor spaces offer greater flexibility, higher capacity, and an open-air atmosphere that many guests enjoy.

Indoor festivals are ideal for events such as conferences, trade shows, or food tastings, where climate control, reliable power, and indoor facilities are essential. On the other hand, outdoor festivals thrive in environments such as music events, food trucks, craft fairs, or cultural celebrations, where open spaces, fresh air, and natural surroundings enhance the experience.

Your decision will ultimately depend on factors like budget, location, and the flexibility of the venue. Keep in mind that outdoor events require contingency plans for weather, while indoor venues often come with higher rental costs and more restrictions.

Frequently Asked Questions

How can I download the festival planning checklist?
You can download the checklist as a PDF, an Excel file, or copy our Google Sheet template directly. Links to all formats are available at the end of this guide.

Can I print the checklist?
Absolutely! The PDF version is formatted for easy printing, so you can check things off by hand if that’s your style.

Do I need special software to use the checklist?
No, you don’t need any special software. The PDF works on any device, the Excel file works with Microsoft Excel or Google Sheets, and the Google Sheet version works directly in your browser.

Can I share the checklist with my team?
Yes, especially the Google Sheet version. You can invite your team to collaborate directly in the document to track progress in real time.

Is this checklist suitable for all types of festivals?
The checklist is designed to cover a wide range of festivals, from music and food festivals to cultural and community events. You can easily add or remove items to match your unique event.

Can I modify the checklist to match my timeline?
Yes! The timeline-based checklist is fully customizable, so you can shorten or expand your planning window depending on your event size and deadlines.

Does the checklist work for both indoor and outdoor festivals?
Yes! The checklist covers both scenarios, and you can easily skip items that don’t apply to your event type.