How to Plan a Festival: Your Step-by-Step Guide

Planning a festival is a huge, exciting challenge! Whether you’re thinking about hosting a local community event or a massive music festival, successful festival planning takes a lot of time, effort, and skill. From creating a clear vision to dealing with logistics, securing talent, and promoting your event, there is a lot on a festival planning checklist. In this guide, we’ll walk you through the essential steps to plan a festival—whether it’s a music event, a food festival, or a cultural gathering. Ready to take the plunge and you’re wondering how to plan a festival? Let’s dive into the steps. 

Festival Industry Overview: Revenue, Job Opportunities, and Growth

While the COVID-19 pandemic had a huge impact on the festival industry, it’s projected the industry is resilient to this and is now projected for upwards growth. This makes it an exciting industry to work in. This growth is fuelled by demand for live music, entertainment, and cultural experiences, opening doors for careers in event management, marketing, logistics, and more.

The Financial Impact

Major festivals are not just cultural milestones; they’re also economic powerhouses. For instance, Glastonbury Festival in the UK reportedly generates over £40 million annually, while the Coachella Valley Music and Arts Festival in the US boasts an estimated economic impact exceeding $100 million each year. These figures stem from ticket sales, sponsorships, merchandising, and the ripple effect on local businesses.

The UK festival industry’s revenue is projected to grow at a compound annual rate of 5.7% from 2024–2025, reaching £4.8 billion. In 2023, the market size was £3.8 billion, a 28.8% increase. Booking a festival is a key highlight for hundreds of thousands of people in the UK. 

Career Opportunities

The festival industry is a fertile ground for a variety of professions. Event managers, marketing specialists, production coordinators, logistics experts, and many more roles are integral to bringing a festival to life. As the demand for live experiences grows, so does the need for talented individuals who can orchestrate these complex events.

Industry Growth and Potential

The appetite for live entertainment and cultural experiences is on the rise. This trend propels the festival industry forward, with projections indicating continued growth in the coming years. For aspiring event planners, this presents a golden opportunity to carve out a niche in a vibrant and expanding field.

If you’re looking to plan a festival for the first time, you may be wondering where to even start. We have broken down this huge detailed task into smaller steps:  

Step 1: Define Your Festival’s Vision and Theme

Every great festival starts with a clear vision. The first step in planning your festival is to define what it’s all about. What kind of event do you want to create? What will be the main focus? What will be the attendee experience? The type of festival you plan will impact everything from your target audience to the venue, performers, and marketing strategies.

• Identify Your Festival’s Purpose: Is it a celebration of local culture? A music extravaganza? A food and drink festival? Understanding the purpose of your festival will help guide your decisions and set you on the right track.
• Choose a Theme: Once you know your festival’s purpose, it’s time to pick a theme. A strong theme can make your festival stand out, create a memorable experience for attendees, and influence the look and feel of your event. For example, a vintage music festival may have a retro theme with decorations, costumes, and performances that reflect that era.
• Target Audience: Who are you planning your festival for? Young people, families, music lovers, foodies? Understanding your audience will help you make decisions about everything from the type of food vendors to the kind of music you book.

Step 2: Create a Detailed Festival Checklist

Once you’ve got your festival vision and theme, it’s time to get down to the details. Here’s a festival checklist with all of the festival planning steps you need to know:

1. Select a Venue

• Choose a location that fits the size and style of your festival.
• Make sure it has the necessary space and facilities (e.g., parking, toilets, power sources).

2. Secure Permits and Licences

• Depending on your location, you may need specific permits to hold a festival, especially if you’re serving food or alcohol.
• Look into health and safety regulations, public liability insurance, and noise restrictions.

3. Book Performers or Speakers

• If it’s a music festival, start reaching out to bands or DJs.
• For other festivals, book speakers, presenters, or special guests.
• Don’t forget about support acts, local talent, or crowd entertainment!

4. Organise Vendors and Food Stalls

• Vendors are a key part of your festival—think food trucks, merchandise stands, and pop-up shops.
• Choose vendors that complement your festival theme (e.g., organic food for a green festival or artisan crafts for a cultural event).

5. Set Up Logistics

• Consider transportation, signage, and crowd control.
• Arrange for event staff, security, medical staff, and volunteer teams to assist during the event.

6. Budgeting and Financial Planning

• Set a budget that covers all costs, including performers, permits, marketing, equipment, and insurance.
• Estimate how much revenue you’ll generate from ticket sales, potential sponsors, and vendor fees.

Taking all of these parts of the festival checklist into account will help to make sure your event runs smoothly.

Step 3: Create a Timeline for your Festival Planning

The time needed to plan a festival varies with its size. For small local events, three to six months may be sufficient, but larger festivals typically require up to a year or more.

1. Small Local Festival: 3-6 months – For local food fairs or community events, focus on quick vendor bookings and local promotion.
2. Medium Festival: 6-9 months – These events often involve a wider talent lineup and more extensive logistics.
3. Large Music Festival: 12 months or more – Major festivals demand high-profile bookings, multi-stage setups, and large sponsors.

Starting early reduces last-minute stress and helps you make well-informed decisions.

Step 4: Considerations for Music Festivals

For music-specific festivals, there are unique requirements, including advanced technical setups, crowd safety measures, and special access controls.

1. Secure Artists Early
   Headlining acts often have busy schedules, so reach out early. Balance established artists with emerging talent to attract a wider crowd.
2. Plan Stage and Equipment Logistics
   Music festivals require robust sound systems, lighting, and screens. Work with professionals to handle these technical aspects and ensure smooth operation on the day.
3. Implement Safety Measures
   Festivals can attract large crowds, so have trained security and medical teams on hand. Designate emergency exits and have a clear communication plan to manage any situations.
4. Set Up Ticketing and Access Controls
   Ticketing is not just about selling passes; it’s also about crowd control. Consider VIP options, early-bird discounts, and online ticketing systems to streamline entry.

Step 5: Market and Promote Your Festival

Promotion is the heartbeat of a successful festival. Without a solid marketing plan, even the best festivals may struggle to attract attendees.

1. Use Social Media
   Social media platforms like Instagram, Twitter, and TikTok are ideal for engaging audiences with teaser content, lineup announcements, and behind-the-scenes looks. Regular updates build anticipation and keep your festival in the spotlight.
2. Collaborate with Influencers
   Partner with influencers who align with your festival theme, whether music bloggers or local food enthusiasts. Influencers can help spread the word to niche audiences that might be interested.
3. Create a Website Hub
   A dedicated website serves as the information hub for your festival, with details on ticketing, lineup, schedules, FAQs, and more. Make it visually appealing and easy to navigate.
4. Partner with Local Businesses
   Collaborate with nearby businesses and media outlets for cross-promotion. They can help amplify your message through their networks, reaching potential attendees in the local community.

How to Plan a Music Festival: Key Considerations

If you’re specifically planning a music festival, there are a few extra things you’ll need to consider to make sure everything runs smoothly:

1. Secure Artists and Performers

• Book headline acts early, especially if they’re big names.
• Consider a mix of established artists and up-and-coming talent to appeal to different crowds.

2. Organise Stages and Equipment

• Music festivals require multiple stages and technical equipment, including sound systems, lighting, and screens. It’s essential to hire professionals who can handle the technical side.

3. Crowd Control and Safety

• Large music festivals can attract huge crowds. Ensure you have security, medical teams, and crowd management strategies in place.
• Have clear emergency exits and communication systems to ensure everyone’s safety.

4. Ticketing and Access Control

• Decide on ticket prices and set up an online ticketing system.
• Consider VIP or early bird tickets to generate buzz and sell tickets.

The Role of Event Management Courses in Festival Planning

Event management is a skill, and like any skill, it can be learned. If you’re serious about planning largescale festivals and events, consider enrolling in a formal event management course. BCE’s Music Events Management course is a fantastic place to start, providing you with the practical skills and professional guidance you need to succeed.

The course covers everything from planning and organising events to marketing, budgeting, and managing large teams. Whether you’re planning a music festival or a corporate event, this course will help you gain the expertise to manage everything from the initial concept to execution. Plus, with hands-on experience, you’ll have the chance to apply your learning in real-world scenarios.

The steps behind how to plan a festival can be a daunting but exciting challenge. From defining your vision to handling logistics, securing talent, and promoting the event, it’s a big job—but it’s also incredibly rewarding. Whether you’re planning a music festival or a local food fair, the key to success is preparation. If you’re serious about learning the skills needed to pull off a successful festival, find out more about BCE’s Events Management course and kickstart your career in the exciting world of event planning.