Checklists LibraryOrganising a Festival Checklist

Events

11/18/2025

Organising a Festival Checklist

This Festival Event Planning Checklist is a field-ready tool for producers and operations teams to run a festival end-to-end — from objectives and site design to live operations, safety, and strike — without guesswork. It covers permits and insurance, noise and crowd management, medical and safeguarding, power/water/sanitation, staging/AV/lighting/video, ticketing and cashless, food & alcohol compliance, sustainability, accessibility, transport/traffic, volunteers, and vendor control.

Use it in TARGPatrol to assign owners, capture photo proof, and log real numbers in real time. Every line supports four answer types — [Flag], [Number], [Media], [Text] — so you can record quick pass/fail checks, precise counts (barriers, toilets, kVA, headcount), visual confirmations (site maps, wayfinding, rigging sign-offs), and notes (permits, policies, timings).

The template aligns with a practical milestone timeline (D-180/120/90/60/30/14/7/1) and an hour-by-hour run book, generating a live audit trail with timestamps and attachments. Failed checks can auto-create follow-up tasks for verified closure. After the event, export a clean PDF for stakeholders, review KPIs (attendance, NPS, safety, budget variance), and turn lessons learned into improvements for the next festival.

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Event objectives & audience defined

Text

Success KPIs set (attendance, NPS, revenue, safety)

Text

Event dates locked, format (single/multi-day, camping)

Text

Budget approved, ≥10% contingency

Check

Total budget amount

Number

Core team & roles assigned

Text

Master timeline (D-180/120/90/60/30/14/7/1)

Check

Site selected & contracted

Check

Max capacity by zone (main/side/VIP/camp)

Number

Site plan obtained (stages/FOH/BOH/roads)

Media

Layout annotated (fire lanes, barriers, ADA, exits)

Media

Municipal/land approvals documented

Check

Environmental constraints noted

Text

Permits matrix completed (assembly/noise/liquor/pyro/drones)

Check

Applications submitted, numbers/expiry recorded

Text

Event insurance & vendor COIs on file

Check

Risk assessment (RAMS) approved

Check

Crisis comms plan & spokesperson named

Text

Noise management plan approved

Check

Sound curfew time

Text

Real-time dB monitoring arranged

Check

Monitoring positions marked on map

Media

Crowd management plan (ingress/egress/pinch points)

Check

Crowd safety manager assigned

Check

Barrier quantities (pit/perimeter)

Number

Ingress/egress signage & lighting confirmed

Check

Evac routes & muster points mapped

Media

Security vendor booked, roster set

Text

Total guards by zone

Number

Prohibited items list published

Text

Overnight security plan approved

Check

Medical provider contracted

Check

Ambulance coverage (hours)

Text

First-aid posts count

Number

AED locations marked

Media

Heat/cold stress measures (shade/misting/blankets)

Text

Lost-children/vulnerable-persons procedure

Check

Weather service selected

Check

Severe weather thresholds & triggers set

Text

Weather kit stock (covers/mats/sandbags)

Number

Fire safety plan approved

Check

Extinguisher count & type by area

Number

Pyro/special effects approvals on file

Check

Gas cylinder storage verified

Check

Power provider contracted

Check

Total kVA required

Number

Fuel plan & refuel windows

Text

Grounding/bonding checks done

Check

Cable ramps quantity

Number

Power map uploaded

Media

Water plan (potable/non-potable)

Text

Hydration points count

Number

Grey-water disposal contracted

Check

Sanitation vendor contracted

Check

Toilet units total

Number

Accessible toilets count

Number

Handwash/sanitizer stations count

Number

Cleaning & pump-out cadence agreed

Text

Waste & sustainability plan approved

Check

Streams labeled (recycle/compost/landfill)

Check

Bin count per zone

Number

Back-of-house sorting area set

Check

Single-use plastics policy published

Text

Accessibility audit completed

Check

Accessible viewing platforms installed

Check

ADA routes surfaced and lit

Check

Captioning/ASL arranged (main stage)

Check

Quiet/wellness space established

Check

Line-up & vendors locked

Check

Headliners/support contracted

Check

Stage plots & input lists collected

Media

Changeover schedule finalized

Text

Artist hospitality & transport planned

Check

FOH/monitor spec approved

Check

PA coverage model uploaded

Media

RF coordination plan completed

Text

Wireless/mic count

Number

Lighting design approved

Check

Followspot count

Number

Show control tested

Check

Video/LED/IMAG vendor contracted

Check

Screen sizes/locations set

Text

Camera count

Number

Site comms plan (radios/channels/call signs)

Text

Radio fleet issued & checked

Check

Spare batteries count

Number

Command post location & contact tree posted

Media

Ticketing platform configured (tiers/caps)

Check

Ticket sales goal

Number

Fraud prevention & scanning tested

Check

Box office setup photo

Media

Wristbands/badges delivered (colors/RFID)

Check

Cashless/payment terminals count

Number

Food vendors licensed, health certs verified

Check

Alcohol licence conditions noted

Text

FOH bar layout approved

Media

ID check & responsible service policy briefed

Check

Community liaison active

Check

Resident notices sent, hotline published

Text

Road closures & traffic plan approved

Check

Parking/shuttle plan finalized

Text

Bike parking count

Number

Rideshare drop/pick zones signed

Check

Public transport boosts confirmed

Check

Wayfinding artwork approved

Check

Gate IDs & counting in place

Check

Map boards installed

Check

Night lighting levels verified

Check

Volunteers recruited & trained

Check

Volunteer headcount

Number

Briefing time/location communicated

Text

PPE issued (hi-viz/gloves/lights)

Check

Back-of-house setup & crew welfare area

Check

Crew catering & hydration plan

Text

Shift rosters published

Check

Accreditation live, access rules posted

Media

Gate staff briefed (search/scanners/ADA)

Check

Queue-management kit count

Number

Emergency operations plan approved

Check

Stop-show authority named

Text

Public address/alert scripts prepared

Check

Responder rendezvous points mapped

Media

Pre-opening checks complete

Check

Perimeter integrity photo

Media

Stage/rigging sign-off on file

Check

Electrical inspection passed

Check

Water points flushed & tested

Check

Toilets stocked & open

Check

Vendors power/water/gas checked

Check

Terminals online, test scans passed

Check

Radios distributed, comms check OK

Check

Medical & security on post

Check

Waste bins deployed (count)

Number

Wayfinding final photo sweep

Media

Live ops: gates open on time

Check

Entry rate per minute

Number

Peak occupancy snapshot

Number

Heat & noise readings (hourly)

Number

Water/toilet service cadence met

Check

Incidents logged (count)

Number

Lost children cases (count)

Number

Medical cases total

Number

Push announcements sent (safety/schedule)

Check

End-of-day reset completed

Check

Overnight security briefed

Check

Curfew compliance check

Check

Strike plan confirmed with vendors

Check

Load-out windows met

Check

Rental return counts verified

Number

Damage/incident photos captured

Media

Waste removal complete, litter pick done

Check

Recycling/compost tonnage

Number

Ground remediation arranged (if needed)

Check

Financials closed (settlements/refunds)

Check

Attendance vs capacity variance

Number

Revenue vs budget variance

Number

Supplier performance notes

Text

Volunteer hours total

Number

KPI dashboard completed

Check

Post-event survey sent

Check

Responses received

Number

NPS/CSAT score

Number

Safety performance summary

Text

ESG report drafted

Check

Press/media links collected

Text

Highlight reel / photo album uploaded

Media

Team retrospective done

Check

Improvements backlog created

Check

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11/18/2025

Award Ceremony Checklist

The Award Ceremony Planning Checklist is a structured tool that helps event teams prepare, run, and close an award ceremony without missing critical steps. Instead of relying on memory or scattered spreadsheets, the checklist turns the entire ceremony workflow into a clear sequence: venue setup, stage design, presenter readiness, trophy preparation, guest registration, media areas, and final teardown. Each item is designed for quick verification in the field. Simple status checks, number fields, notes, and photo uploads let you confirm that seating is arranged correctly, scripts are distributed, lighting cues work, trophies are ready, and VIP areas are set. This makes the checklist practical not just for the preparation phase but also during rehearsals and live operations. When used in an event management checklist app, the process becomes even more convenient. Staff can check off tasks from their phones, attach photos of stage setup or award tables, flag issues instantly, and see real-time progress across teams. Time stamps and photo proof help maintain consistency and provide a reliable record for supervisors. By following the Award Ceremony Planning Checklist, organizers reduce errors, speed up coordination, and gain full transparency over the ceremony’s readiness. The result is a smoother run-of-show, fewer last-minute surprises, and a more polished experience for nominees, presenters, and guests.

Mobile Work Order Management Software for Business Maintenance

A cloud-based work order software designed to streamline inspections and task management across diverse service areas, enhancing operational efficiency and productivity.

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