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Planning Vendor Pitches for Festival Sites.

Andy Robertson

Any large music festival site could have several hundred vendors so it takes some meticulous planning to select and accommodate them. What steps should festival organisers take to ensure a good selection of reliable vendors is chosen and that their pitches are fit for purpose to satisfy both festival-goers and vendor owners. 


For festivals that have been operating for several years it is usual for the selection of vendors to made from previous vendors who have proven reliable along with acceptance of new vendors. Organisers should have in place an application process so that formal applications can be made by vendors who wish to obtain a pitch.

Selection. 
It makes sense to select an appropriate mixture of vendors to satisfy the needs of festival-goers and would usually consist of food and beverage, merchandise and other services. Key to selecting vendors is ensuring that each vendor fits well with the overall festival ethos whether that’s embracing sustainability or other social issues. Priority should be given to food and beverage vendors to ensure that there will be sufficient supplies for the anticipated visitor numbers. This will also avoid unnecessary crowds and queuing. Also important are possession of any necessary health and safety certifications and insurance for example. A final selection list can also include a reserve list of vendors should any confirmed vendor pull out unexpectedly.

Space Planning. 
Once a selection of suitable vendors has been made the pitch spaces need to be planned. It is normal to place food and beverage vendors in the same area as this makes it easier for festival-goers to find what they're looking for. Pitches can be offered in various sizes and allowances made for the provision of a basic shell system or for vendors who wish to construct a more comprehensive structure or use a mobile kitchen. The space planning should allow for sufficient access for vendors and festival goers to get in and out of the designated vendor area.

Facilities. 
In the planning stage it is key to understand what facilities each vendor requires which may include electricity, water and Wi-Fi connectivity. This needs to be agreed at an early stage as many festival sites will construct underground channels for cable and pipe installation. Awareness of health and safety regulations is required to ensure that the food and beverage vendors are the required distance away from toilet facilities and that any waste water is correctly handled. 

Scheduling. 
With each vendor allocated their pitch and an understanding of their requirements organisers should plan carefully for scheduled arrivals and post event break down. It's obvious that the vendors furthest away from the site entry are scheduled to arrive first and depart last and scheduled times need to be agreed with each vendor to avoid unnecessary delays.

Other factors to consider as part of the selection and pitch planning phase is understanding each vendor’s capability for RFID, contactless ordering and payments. The vendors also need to demonstrate their preparedness for any COVID-19 protocols that the festival has.

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 including vendor management. 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 energepic.com from Pexels

Andy Robertson
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