Planning and executing a festival successfully can be an extremely strenuous and mammoth task to be burdened with. This is definitely a role that needs to be filled by somebody who has years of PM experience behind them. The lines of events management and project management become blurred in this role and you will find yourself running around taking care of lots of little tasks.
Picking the scope:
Festivals need to have a lot of space in an area that has little or no houses surrounding - this will prevent noise complaints and will help to assist with contractual agreements throughout the process. As festivals are on a mass scale, the budget needs to be calculated to a nearly perfect amount, accounting for every different aspect. You need to account from anything and everything from portaloos to festival wristbands.
Pick your structure:
All of the stages and equipment needs to be structurally sound and you need to be in and out of communication with the stage designers and health and safety team, ensuring that the construction of said stages is going to plan and that people are following health and safety and quality control.
Pick your team:
Now that you have your scope and structure figured out, you need to have your team of trusty workers figured out. This means that you need to consider everybody from the construction team, to the security team, to the bar staff, concession sellers, and behind the scenes miracle workers. As well as the team, you need to also ensure that all of the artists are confirmed and that they are able to perform when and where they agree to.
Sticking to your budget can be extremely tricky, especially if you are dealing with big named artists who may demand more money when the event draws closer. It’s important to have all of your contracts drawn up and thought out, so that they can be rectified and adhered to if anything extra comes up. You have to think of all of the different costs and wages that need to be paid, and also consider the revenue you are going to bring in and the stock you are going to sell (tickets, drinks, food, merch).
Executing the festival can be the most stressful yet exhilarating experience that you will have in your career as a PM. Behind the scenes you will have put so much effort and time into this, so seeing it unfold successfully is truly a new experience.