Automated Notifications for Festival Organisers.

The huge volume of activities and tasks it takes to put on any large-scale festival can be difficult to manage. With so many factors at play and critical time paths to deal with it is vital that festival organisers have a great project management process in place and key to this is the automation of notifications.

The old school festival organisers used diaries and wipe board planners to manage every aspect of their festival and some still use these antiquated methods to run their festival organisation. With advances in technology most organisers have moved over to software solutions that help them plan and manage every aspect of their festival. However, with so many facets to manage it is the automating of the key notifications that can provide the most useful tool to ensure that key dates and tasks are not missed. How can festival organisers use automated notifications to improve their management of the organising process and what tools are available to help them achieve this?

Contractors. 
After key dates are known for ordering and scheduling everything required for a festival site it is essential that festival staff know what needs to be ordered and when along with delivery and pick up scheduling. With up to several hundred contractors in play staff need to set automated reminders for when time critical contractors need to be ordered and scheduled.

Artists. 
For artists the organisers need to know when agreements and contracts have been signed and advances received along with any technical specifications. If these are not received by a specified date it would be helpful to automate a notification to be sent to the artists to request completion of any missing items.

Vendors.
As with artists the signing of agreements and contracts are key to finalising pitch spaces and automated notifications can be sent to vendors who are yet to confirm their booking. This allows unconfirmed pitches to be offered to alternative vendors if they are late.

Volunteers. 
Once volunteers have made their applications, they will need to confirm all their details to enable training schedules, work rotas and assignments to be set. For any missing data automated notifications can be generated to volunteers for any missing information. This should ensure that the required number of volunteers are recruited and trained.

Ticket Buyers. 
Festival-goers often make part payments or enrol in varying payment schemes and the automated notification can be set to remind them of when their next payment is due or that a payment has been missed. This ensures that revenue streams stay on track.

Automated Notification Tools.
Festival organisers generally use online calendars where reminders and notifications can be set but these are passive and require considerable resource to set up and change. Other popular tools are Trello which has a focus on project management and although tasks and reminders can be set the automated notifications can only be set for internal teams. A comprehensive solution like Festival Pro records all the data for contractors, artists, vendors, volunteers and ticket buyers and links this data seamlessly to calendar functions and the settling of automated notifications making the festival organisers job easier and more efficient and ensures that key dates and tasks are never missed.

For festival organisers planning their events using a software management platform like Festival Pro gives them all the functionality they need manage every aspect of their event logistics. The guys who are responsible for this software have been in the front line of event management for many years and the features are built from that experience and are performance artists themselves. The Festival Pro platform is easy to use and has comprehensive features with specific modules for managing artists, contractors, venues/stages, vendors, volunteers, sponsors, guestlists, ticketing, cashless payments and contactless ordering.

Photo by Andrea Piacquadio from Pexels

<< Back to articles