The Ultimate Festival Planning Guide

A lot of work goes into planning a festival; you will have to secure your workforces, set goals, and make it happen. And while these are indefinite times, festivals can be an excellent place for people who want to gain exposure and offer an incredible experience to their audience. Therefore, here is a festival planning guide to simplify the process of planning.

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Address Coronavirus Public Health & Safety Considerations

The Coronavirus has had a tremendous effect on festivals and events all over the world. However, with the endorsement and distribution of the COVID-19 vaccines, there is some hope. Therefore, it is vital to stay updated on what the state public health officials need for health and safety protocols as you start your planning process.

Whether you are planning a music festival or a canine entertainment show, ensure that you establish an open communication line with the relevant health officials. In addition, make sure that you go beyond the mandatory health and safety requirements to guarantee the safety of your volunteers, workers, attendees, and the public at large.

Have Solid Goals for your Festival

Establishing concrete goals and objectives is an essential step in planning a festival. The goals you set will serve as a guide that provides direction on what you need to do to guarantee success. Your goals must encompass both tangible objectives as well as key measurable KPIs.

Setting your goals using measurable success metrics will make it easy for your staff or volunteers to guarantee that you achieve them. Similarly, classifying a list of concrete and intangible goals for your festival will give you an improved sense of your festival organization’s needs.

Establish your Festival’s Budget

Now that you have a clear comprehension of your festival’s goals, it is time to start distributing a budget to the goals to achieve them. There are many vital parts of the festival that you must consider when budgeting. Some of the necessary expenses you must include in your budget are:

  • Venue
  • Food and drinks
  • Entertainment
  • Decoration
  • Staff
  • Marketing
  • Equipment rentals
  • Sanitary facility costs
  • COVID-19 health and safety measures
  • Security and authority permit

Secure a Venue

After determining your budget, it is time to go out there and get yourself a venue. The location you choose can be the main factor in determining how the attendees perceive your event. Therefore, it is important to select a site that is accessible to your target audience.

Finding this perfect location can be a challenging task. So, to ensure that the festival is accessible to the attendees as well as the performers, you will have to consider the following:

  • If the venue is accessible by public transit and has enough parking space
  • If the venue’s capacity can fit the number of attendees
  • If it has the needed infrastructure like high voltage volume

Once you have determined that the venue is the best for your festival, sign a contract, stay within your budget and make the needed payments. Also, get the required license and permits to hold the event.

After that:

  • Book your festival vendors
  • Establish a marketing plan for your festival
  • Co-ordinate staff and volunteers for your event
  • Plan out the schedule


Festivals are enormous activities and can be challenging to plan. You, therefore, need to have a firm plan before the event. This guide will help get you on the right track and remember, the strategies you use to plan an occasion will depend on the type of event you are holding. You can also use this guide to hold a kid-friendly party or even a music festival.


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