Festival Planning Checklist - 10-Step Guide from EventBrite
Festivals are where creativity meets logistics.
Every year, brilliant organizers launch weird and wonderful new festivals — from food and wine to music, art, and community culture. But behind the magic, the reality is simple: success depends on structure.
In this article, I’ll share the three most important steps to starting your own festival in 2025, plus free resources from Eventbrite to help you dig deeper.
1. Start With SMART Goals
Every festival begins with a vision, but goals turn that vision into a plan. Whether it’s drawing 5,000 attendees in year one or breaking even financially, your goals should always be SMART: Specific, Measurable, Attainable, Relevant, and Time-bound.
Without SMART goals, it’s almost impossible to know if your event succeeded. With them, you can set benchmarks, secure funding, and keep your team aligned.
2. Build a Realistic Budget
Festivals collapse when money runs out. A realistic budget covers more than headline acts and catering — you’ll need to account for infrastructure, permits, security, medical services, insurance, and waste management.
A simple rule: assume 20% higher costs and 20% lower income than your most optimistic plan. That buffer is what protects you when things don’t go exactly to plan (and they never do).
3. Choose a Venue That Works Harder Than You Do
The right venue isn’t just about capacity. Think access, transport, utilities, and permits. Outdoor sites, for example, bring atmosphere — but they also mean higher costs for fencing, toilets, power, and weather contingency.
If your festival relies on inclusivity and access, check early whether the venue meets accessibility requirements. It’s far easier to choose the right location upfront than to retrofit solutions later.
Anyone can dream up a brilliant festival concept.
What separates the ones that thrive is clear and established systems:
✷ Clear project management tools
✷ Vendor and staff checklists
✷ Risk and contingency planning
✷ A realistic timeline for bump-in, delivery, and bump-out
These are the unglamorous but essential foundations that let creativity shine.
Of course, knowing you need systems and actually setting them up are two different things. That’s where the right tools make all the difference — Event Kit gives you the behind-the-scenes planning structure, and Eventbrite provides ticketing and front-facing visibility.
Together, they cover the two sides of festival delivery: organised systems and a simple, trusted way to sell tickets.
4. And choose a solid ticketing provider
If you’re launching your first festival, you don’t need a complicated ticketing platform. You need something simple, trusted, and scalable - such as Eventbrite. Eventbrite also shares valuable free resources.
Their How to Start a Festival: 10-Step Guide covers everything from staffing and budgets to marketing. It’s a great starting point if you’re serious about bringing your idea to life.
Want more free Eventbrite guides?
Event Marketing Playbook (New organizers learning to promote their events)
Guide to Selling Tickets Online (Anyone launching their first paid event)
Nonprofit Fundraising Toolkit (guide for nonprofits and community groups)
Hi, I’m Rachella
Welcome to Event Kit. This is where I share what 26+ years in events have taught me about the industry, business and the work we do.
