Handling Compressed Build-In Build-Out Schedules for Music Festivals.

The planning phase for a sizable multi-day music festival in a countryside location can start more than a year in advance with build-in and build-out times possibly lasting weeks. Due to a variety of reasons some festival organisers will have to deal with severely shortened build-in and build-out schedules, how do they manage these compressed timings.

Festival organisers will know from the early planning phase what timing and schedule challenges they will face based on the location and venue selected. This enables meticulous planning to take place and there should be no surprises as the live dates approach. Dealing with compressed schedules can influence the contractors and vendors selected to support the event where meeting delivery schedules, reliability and the ability to work under pressure are paramount. 

Causes of Compressed Build-In/Build-Out Schedules. 
The most common reason for compressed schedules will be the venue or location selected which can include city public parks and stadiums for example. Local authorities and venue owners may place restrictions on deliveries due to traffic congestion or noise pollution during nighttime hours. It is not unusual that organisers can only access a city venue 24 hours before and after the event. A busy venue, even in countryside locations, can be running back-to-back events during the summer festival season which is also a common reason for compressed build-in/build-out timings. 

Detailed Planning. 
The key element in planning for events with compressed build-in/build-out schedules is identifying the critical paths for operational logistics. Using an event management software solution like Festival Pro can help with the planning process with scheduling and critical path analysis built in. A comprehensive risk assessment is essential including all health and safety risks which can be more susceptible when timings are compressed. Other common risks associated with short deadlines can be staff and crew fatigue, so resource management and welfare provision become a priority. 

Pre-Building Structures. 
If the site is a public park organisers will need to construct stages and other temporary structures, but the timing often does not allow bespoke construction from scratch. The solution can be to prebuild stages and other temporary structures off site and transport them to the venue for installation. Alternatively using pre-built modular stage systems and associated support infrastructure can save hours in the build-up and build-out timings. 

Smart Contractor Logistics and Vendor Management. 
Selecting contractors to deliver and install elements in a timely manner is essential and organisers need to carefully select suitably experienced and qualified contractors used to working under extremely tight deadlines. An event management software solution can help manage delivery schedules with specified times and relevant access passes issued in advance of the event dates. Coordination with local authorities and the police is required to minimise traffic congestion and they may specify operating hours and agree road closures in some circumstances. Vendors selected should be prioritised for mobility because there is unlikely to be time available for custom building covered and powered pitch spaces. Mobile van food and beverage vendors make the ideal solution for such events as they can quickly enter and depart a site and may have their own power supply too. 

For festival organisers planning their next 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, site planning, cashless payments and contactless ordering.

Image by Holedulidu via Pixabay

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