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Master Music Festival Production Scheduling.

Andy Robertson

Any music festival can be incredibly complex to organise and schedule every production element. Although some organisers still do these tasks manually this can take too much time and is prone to errors. Using a computerised system to schedule festival production is now standard but dedicated event management software tools are also becoming popular.

Most organisers separate their events into manageable elements and allocate individuals to be responsible for the delivery of each one. The most common computerised solution will usually consist of various Google documents, spreadsheets and an outlook or google calendar for example. Although this method does allow for a lot of data to be kept electronically it is still quite labour intensive and any changes made are not dynamic making it a cumbersome solution. Dedicated event management software like FestivalPro automates most processes and procedures and saves on time and labour costs.

Construction and Infrastructure.
A good event management solution should include the ability to schedule contractors with a dynamic calendar that can be linked to a critical path project management function. This could include the provision of security fencing, stage construction, installation of bathroom facilities along with water and electricity services. Any delay from one contractor can quickly escalate adversely on timescales and the ability to visualise this and take the necessary action is essential.

Backline Equipment And Artists.
The selection and booking of the backline for each stage should be coordinated with the artists and detailed in their advances. The delivery and testing plus scheduling of sound checks is critical as there is usually very little flexibility built into any timing. All parties involved will need to be notified of schedules and provide confirmation.

Performances Shows and Stages. 
The organiser's artist management team and any stage managers or producers need to plan and coordinate accurate timing for booked artists for each performance set or show scheduled. Once agreed there will be little or no room for changes as this can impact on the numerous parties involved.

Vendors and Volunteers.
Pitches sold to vendors need to be managed to ensure they have specific times and days allocated for delivery and set up. In addition, all volunteers recruited need to be scheduled for training and then allocated to duties and shifts for each day of the event.

The ability to dynamically alter a scheduled element can make the overall production scheduling more manageable as a simple change can instantly highlight the impact on other activities. This dynamic scheduling enables organisers to test different scenarios and this is a key feature of FestvialPro. The solution includes a critical path project management function that can include every element usually required for music festival production scheduling.

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 RODNAE Productions via Pexels

Andy Robertson
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