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Responsible and responsive management is the key to the success of any event. Everyone doesn’t have to do everything: When you have recruited a team and plan to contract with each participant, clearly assign responsibilities and fix them. At a minimum, you need a specialist who will be responsible for the functioning of the stages, a marketing specialist to organize the partnerships and promotions of the festival, a person responsible for the infrastructure and work with volunteers and several team members who will be engaged in the booking of the artists and their accompaniment on the day of the festival. The tasks of designing, setting up advertising, building stages and other similar tasks can usually be given to contractors, but in any case, there should be a person within the team to supervise the tasks and meet deadlines.
Of course, under constraints, one person can combine several functions at once. Distribution of these tasks largely depends on the scale of the festival, so when discussing the roles within the team, start from the necessary minimum to implement what has been planned.
ON THE DAY OF THE FESTIVAL – WHAT’S IMPORTANT TO REMEMBER
When the venue is ready, every member of the team knows his/her tasks and tickets to the festival are sold out, the day of the festival is upon us. Remember, it’s too early to get excited – you shouldn’t start celebrating success in the morning, even if you have a sold-out crowd. On the day of the festival you should keep a sober mind and be able to react quickly to any unforeseen situations – and no event is usually without them.
Make sure all team members and volunteers have their phones charged and have full power banks with them – you need to be on call at all times. Dress comfortably, bring a bottle of water, and hand out a clear festival timeline and schedule for all participants to complete their tasks. Brief the stage managers, security guards and volunteers and explain what to do if the situation gets out of control for some reason. Put payment points at the entrance for those who didn’t have time to buy a ticket in pre-sale.
The main thing to remember on this day is that no festival is perfect, but if the organizers have prepared competently, no one will notice the mistakes but them.
POSTPROMO
Your festival was a success, but it’s still too early to relax. The postpromo is not less important than the promo of the festival, it is a groundwork for the future, a colorful story about how it was for those who missed it all. Publish photo reports, remind the media with whom you have agreed to report that you are waiting for texts, post reviews in social networks and fix all these materials in the commercial offer for the partners of the festival for next year.
