Your Ultimate Checklist For Festival Planning

Are you gearing up for a festival? Whether it’s your first time or tenth, it’s always good to be prepared. To ensure your festival runs smoothly, you need to develop a plan and manage all logistics involved. From staffing to securing equipment, there are lots of things to take care of! Here is a handy festival planning checklist to help make your festival experience as fun and hassle-free as possible.

Create a Smooth Entry

Attendees want to park, enter, and walk around your festival without any obstacles. Create a site map and plan where to place the stage, restrooms, and other amenities to ensure a smooth entrance. Map out your attendee flow, apply for all necessary permits, and set up a different route for VIP attendees.

Get the Right Equipment and Manpower

Make sure you have the right equipment and enough manpower for your event. Secure scanning equipment that can scan large volumes of people fast. Ensure WiFi, power sources, and all technical aspects of your festival are ready. After hiring the staff, delegate tasks to each member so they know exactly what to do on the day of your festival. Make sure you have people to:

● Attend to inquiries at the customer service booth
● Check IDs
● Scan tickets
● Facilitate crowd

Promote Your Event

Get the word out about your event! Time to advertise on various platforms like social media or Google ads and let people know your festival is happening. Once you’ve confirmed the lineup of your festival, use it to promote your event and attract potential attendees.

Secure Accommodation and Transport for Performers

Organizing a music festival or one where you’ll be inviting performers? If you’re flying in performers from overseas, make sure all the travel logistics are in place. Book flight tickets, hotel accommodation, and transport to fetch them to and fro and different places. Liaise with them to ensure any additional requests are taken care of.

Execute With Confidence

The day of your event has arrived! Here are some last-minute preparations to make:

● Give all key team members a walkie-talkie to facilitate communication
● Do a check to ensure all technical equipment is working
● Set up barriers to funnel attendees smoothly into your entrance
● Brief security team about what to search
● Prepare amnesty boxes so attendees can dispose of contraband items
● Keep track of metrics like walk-up ticket sales and attendance so you can improve your strategy

Create a Memorable Experience

Create a festival experience that your fans will rave about long after it’s over! There are many ways to enhance your festival from finding great food vendors to hiring awesome performers. Another way to liven up your festival is by offering a live screen printing experience where attendees can custom-make something and bring it home. They can get their very own festival t-shirt printed right in front of them, adding an interactive element to your festival. HIT+RUN has worked with big brands like Adidas and Vans to organize a fantastic experience for their fans. To learn how you can achieve the same, contact us.