Finalize festival objectives and theme
Secure location and necessary permits
Define and allocate budget
Recruit and manage volunteers and staff
Book and confirm talent/entertainment
Finalize and confirm food and beverage vendors
Arrange transportation and parking logistics
Plan and coordinate decorations and signage
Determine and book necessary equipment rentals
Develop marketing and promotion plan
Confirm media coverage and press releases
Finalize event schedule and program details
Establish contingency plans for potential issues or inclement weather
Coordinate with local authorities and emergency services
Finalize pre-event briefing for all staff and volunteers.
Prepare and distribute detailed event packets for vendors, staff, and volunteers
Conduct pre-event meetings with all stakeholders to ensure clear communication and understanding of roles and responsibilities
Test all equipment and systems in advance to ensure proper functioning on the day of the event
Create and distribute a detailed map of the festival grounds for attendees, including emergency exits and first-aid stations
Stock up on necessary supplies, including first-aid kits, water, and snacks
Set up a system for tracking and managing cash and sales at the event
Plan and coordinate volunteer and staff breaks and meals
Prepare a post-event evaluation plan to assess the success of the festival and identify areas for improvement
Verify all vendor contracts and agreements are in order
Prepare final payment to vendors, performers, and suppliers.