A Simple Guide To Planning The Best Festival
A festival is a great way to bring people together and create lasting memories. But planning a festival can be a daunting task. There are so many factors to consider, from choosing the right location to booking the perfect entertainment. Here are a few tips to help you plan the best festival possible.
Decide the Type of Festival You Want to Hold
First, start by surveying your community to see what type of event would be most popular. Do people want a music festival? A food festival? A craft fair? Once you have an idea of what people are looking for, you can start narrowing down your options.
Secure the Dates
Next, pick a date and start booking vendors and entertainment. Make sure to give yourself enough time to do this – the last thing you want is to be scrambling at the last minute. Popular venues may be snatched up so you want to secure everything as early as possible!
Create a Detailed Site Map
A site map helps you to plan the logistics at your event. Where are you going to put the stage? How about the toilets and lockers? Visit the event venue and see where the best places to set up the main attractions are. Ensure walkways are big and spacious so your attendees can move around comfortably. You don’t want them to be squeezing around when it gets crowded. Bear in mind that performers and vendors should be assigned different entry points to get their equipment. The backstage areas and loading docks should all be carefully planned out.
Plan Entry Flow
The entrance of your festival will likely be the most crowded place. Work out the traffic flow, beginning from the car park or the nearest bus stop to the gates. Think about which time the crowd will start to form and how to assign your staff to manage them. Set up barriers to facilitate better flow and arrange for security clearance to take place before ticket scanning.
It’s not so hard to plan this process, just put yourself in the shoes of an attendee. What would make things convenient for you? Where would you hope to find a customer service booth if you need help? Also, if you are selling VIP passes, set up a separate route so your VIP attendees can enter faster.
Use Proper Check-in Equipment
Aside from manpower, you also need to have the right equipment and train your staff to use them. They should be able to scan tickets quickly to process the long queue line. Do a check to ensure these pieces of equipment are functioning prior to your festival and plan for a backup in case of technical issues.
Manage staff and volunteers
You’ve hired a team to help you manage the festival. Next, you need to assign them specific roles so they know what to do during the festival. Delegate members to check tickets and IDs, assign people to handle the customer service booth, and form a team to facilitate crowd movement.
Give Attendees a Unique Swag
Give your attendees unique festival swag! Live screen printing is a great way to add a unique touch to your event swag. It's a fun and interactive way to get guests involved, and it's a great way to show off your festival. HIT+RUN has collaborated with well-known brands including Adidas and Vans to give their fans a one-of-a-kind experience. We can do the same for you. Contact us to find out more.
