FESTIVAL PLANNING

In this blog I will speak about the important factors in my research in the production of music festivals. A festival is a gathering of a community of people to enjoy food, art music and entertainment. It is a dramatic, community-building event that may occur once a year. The festival provides a positive experience, modern miracles in the world of arts, entertainment, neighborhood revitalization, and economic development.

When planning a festival you have to figure out what kind of vibe or the nature of the event you are trying to achieve. There are several things to focus on when planning a festival to make it a success. However, I am going to focus the four main things to start to begin the process, which are the costs and budget, the venue and whether or not any permits are needed to hold a festival, choosing the acts, and the marketing strategy to create a buzz about your event. 

1. FINANCIAL PLANNING: Figuring out the cost and budget of the event.

Before considering the act, when the festival takes place, or how to structure it is important to work out the expenses. The biggest cost comes in the production, which entails the physical aspects of the show. In order to figure out the expenses for your event there are several factors to take into account according to the Event Planning guide on Concert ideas.  These are:

• The artist’s fee.
• The middle agent’s fee.
• Production: sound and lights and rider requirements.
• Catering.
• Advertising.
• Security.
• Ticket Printing.
• Venue rental.

It is crucial to work on a budget. The best way to develop a good budget is taking consideration the costs based on three categories bands, novelties and administrative. The budget should include administration: clerical, production staff, stage manager, stage crew. Logistics: sound, security, insurance, festival supplies, canopies, chairs and tent, etc. Program: talent, artistic director, MC’s. Publicity: printing program, printing posters. Also the size of the event will determine how much you should need. The budget can be determined based on goal and objectives. In order to raise a budget you can do fundraising, apply for grants, sponsorship or capital funds. The money must be raised in order to pay for the items in the budget and break-even or you can have money left over for the following years event.

  

2. VENUE AND PERMITS: What makes a good festival site?

            When preparing a music festival the site you choose plays a key role in the event. It is the basis upon of the audience and the culture the festival will represent. When beginning a search ask yourself the following questions:

• What kind of event is it?

• Would it be better suited to an outdoor or indoor environment?

• Who is the audience?

• Will there be children, seniors, the handicapped?

• If outdoors, how much space does it need?

• If indoors, what kind of building will work?

• What kind of events are planned? Does your festival need a hill for the grand finale? A soccer field     for games and sports? A lake for boat races? A street for a parade?

• Will you need an entrance or can you just wander in?

• Is it easy to reach? Close to major streets or freeways?

• Are there parking fees or fees required to enter the park or outdoor/indoor location?

The location should have plenty of space for the amount of people expecting, the stages in a variety of distances, food and drink booths, and any art and culture provided. After the venue is established you’ll have to determine if there are any permits and licensing that are required and contact the Department or agency for the permit. Whether it is for food, alcohol, medical, water supply and so on.

3. PROGRAMMING & ARTIST RELATIONS: Choosing the acts

According to an interview with Jordan Wolowitz,  Founders Entertainment partner, who plans the Governor’s Ball Music Festival in New York City, the most important part of preparing for a festival is the acts and getting them on board. Since it takes a while to build a festival brand and get the big names to perform. Two techniques are used in order to look for talent. One scout out for talent vendors using talent buyers that travel around the world attending showcase festivals who are looking for unique artist and headliners. And the second is by accepting artist/vendors applications by advertising through social media and the festival website to give them the opportunity to play. Ask for samples of talent and a possible portfolio.

4. PUBLIC RELATIONS AND MARKETING: Creating a Buzz

Having a good marketing strategy will your event to create publicity in order to sell tickets. Social networking sites are great to produce publicity. According to Rhonda Abrams, author of the Successful Business Plan: Secrets & Strategies, it is not enough to have a great idea or new invention as the basis of your business; you must also have a market that is sufficiently large, accessible, and responsive. There are several items to think about when developing a strategy

• List of festival target market(s)
• Festival sponsor's financial information
• Media list with placement information
• Calendar
• List of organization's staff and/or volunteers
• Data on completed festival   

      Festivals can be a great opportunity to market your products and services to local residents and other event-goers. Therefore, marketing is important to create successful event. If you’re new to event marketing, you’ll probably want to start at the smaller end of the spectrum.

      Having done some research on the different sources linked in this blog I have learned the different steps it takes in order to create a good festival. The information will help me to determine if I want to start off my own festival or work in a specific department.