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Oct 28, 2019 5:30:00 PM by InitLive

The Complete Festival Planning Check List

Festivals, Event Planning, Festival Management

The Complete Festival Planning Check List As a festival director, thinking and planning in advance helps you to stay organized and provide your patrons with a memorable experience. From securing WiFi and vendors to contingency planning and staffing, you need to arrange every detail to get your festival event off the ground.The more detailed your planning, the more successful your festival goes off without a glitch. Use this checklist to ensure you're well-prepared and have everything you need ready.

1. Preparing Your Venue and Master Plan

To ensure you have organized entry to your festival devoid of hitches, you should do the following things:

  • Come up with a comprehensive map of the entire venue.
  • Devise your attendee flow, from the entry point to where you'll be selling tickets and to the main venue.
  • Get in touch with the local authorities for licenses and permits.
  • Seek to understand the area's traffic patterns and come up with a backup plan for worst-case scenarios.
  • Devise a way to validate attendees such as tickets or wristbands.
  •  Create a different entry process for VIPs.
  • Have a secure location to keep cash and a tested cash reconciliation method.
  • Create an emergency plan
  •  Have a customer service booth in place.

Looking to update your event entry plan? check out -5 Tips For Better Entry Management At Festival Events

2. Plan and Secure Entertainment festival entertainment

  • Create a list of desired performers and entertainment vendors
  • Start Booking Artists and Entertainment 
  • Build festival schedule and fill gaps with new innovate attractions and entertainment 
  • Send Artist and Entertainment vendors the festival schedule and make edits as required. 

3. Create A Marketing Plan

  • Create and finalize all marketing collateral and messaging 
  • Create a multi channel marketing calendar for all promotion of the festival from early bird promotion to day of event giveaways
  • Contact local press, radio stat and social influencers to extend your promotional reach through giveaways and paid promotion. 
  • Create hashtags and contests to further promote your festival through volunteers and attendees

4. Select Technology and Staffing 

Technology festival planning technology

  • Use innovative tech for ticketing such as RFID wristbands.
  •  Secure scanning equipment that can scan hundreds of RFID chips per minute.
  •  Have a private WiFi network and direct power source for your ticketing systems.
  • Secure all Av equipment required for entertainments 


  • Allocate a box office or manager who has experience using your event technology.
  •  Devise an entry plan for your biggest rush of check-ins.
  • Assign specific tasks (parking, catering, cleaning, etc.) to your staff members to minimize confusion and speed up the entire process.
  • Delegate a trusted, safe keeper for valuable inventory.

Create a Volunteer Program Plan 

  • Get to know the number of volunteers you'll need, and create a program plan to coordinate them by task and time.
  • Create your volunteer shift schedule 
  • Start recruiting volunteer at least 2 months before your event and make sure to offer a easy only sign up portal.

Here is a comprehensive list of all the festival volunteers roles to get your started. -13 Essential Volunteer Roles at a Festival 

5. Execute Last Minute Tasks

  • Perform final tech training for your staff before the festival starts.
  • Give out walkie-talkies and other necessary equipment to your team, and designate a different channel for each department.
  • Use barriers to smoothly channel attendees into your check-in point.
  • Brief your security staff on the security measures and what to check for at the check-in point.
  •  Monitor key metrics such as check-in, ticket sales, and total attendance to help you make the necessary adjustments to your strategy.

As you plan your next festival make sure to check out our Ultimate Festival Event Planning Guide