Who doesn’t love a good festival? After weeks of toiling at the office and juggling daily routines, festivals offer a much-needed escape — a chance for people to unwind, connect, and celebrate.
Thanks to social media-induced FOMO and the growing appetite for unique experiences, more and more people are flocking to festivals each year. This surge in demand has fueled a remarkable rise in the global music festival market, projected to hit USD 24.46 billion by 2033.
If you’re planning to host a festival, this article is for you. Organizing a large-scale event is no walk in the park. With countless moving parts — from vendors and permits to crowd control and weather contingencies — there’s little room for error.
Let’s break down how to sidestep last-minute disasters and create a smooth, unforgettable festival experience.
Establish a Robust Crowd Management Protocol
Nothing can derail a festival faster than crowd management gone wrong. The 2023 Boardmasters festival in Newquay serves as a sobering reminder, where crowd surges resulted in seven people being hospitalized. Cornwall Council subsequently launched a public protection investigation into the incident that left festival-goers not with memories of music but of mayhem.
Many organizers make the critical mistake of underestimating the psychology of crowds. When thousands gather in one space, individual behavior transforms into a collective movement that can quickly become dangerous if not properly managed. The common pitfall? Focusing on maximum capacity rather than optimal flow.
To avoid such disasters, implement a multi-entry point system with clearly marked pathways. Use RFID wristbands to monitor real-time crowd density. Train staff specifically for crowd control scenarios and establish emergency protocols before a single ticket is sold. Most importantly, have a solid emergency plan on hand.
This means establishing clear communication channels for staff, setting designated emergency exits, and training your team on how to respond to unexpected situations.
Bring Your Festival to Life With Live Music
Without fantastic live music entertainment, what’s even the point? Make your event a grand success with thoughtfully curated musical performances. Popular bands draw crowds but don’t underestimate the power of talented DJs. To keep the energy high during breaks, schedule DJ sets during breaks so the momentum never dips.
The choice of music would depend on the festival’s theme and target audience. For example, a variety band would be perfect for a community festival with diverse attendees. If it’s a cultural celebration, you need to go with traditional or folk artists/bands to create the right kind of atmosphere.
How to Book Live Music for Your Festival
Here’s how to lock in the perfect entertainment for your festival:
Before booking, decide what kind of artists match your festival’s vibe. You can request specific names or share a preferred genre for a curated list of available acts.
Popular artists get booked months, sometimes years in advance. In general, national artists only quote their performance fee, excluding additional costs like production, staging, backline, hospitality, and travel, explains Gulf Coast Entertainment. With deep market knowledge, agencies can provide a curated list of artists within your budget — factoring in these extra expenses.
Create a logical flow between performances. Consider the sound bleed between stages. Allow sufficient setup time between acts. Schedule complementary genres to keep the energy flowing throughout the day.
Have backup performers on standby. Create weather contingency plans. Maintain open communication channels with all artists. Double-check all technical requirements the week before your event.
In all honesty, booking live entertainment isn’t always simple. Big-name artists have packed schedules. Technical needs can stretch your budget. Last-minute changes happen more than you’d expect. That’s why many organizers work with entertainment booking agencies. They connect you with artists, sort out the details, and keep things on track.
Reduce Your Festival’s Environmental Footprint
Festivals often leave behind more than just memories — they generate massive carbon footprints, piles of waste, and strain on local resources. The carbon footprint from thousands of travelers, mountains of single-use plastics, and excessive energy consumption add up quickly. Most events generate tons of waste that ends up in landfills.
Festival organizers are increasingly embracing sustainability as core to their mission. Many are now planning zero-impact events. They’re eliminating single-use items completely. Some have adopted comprehensive waste management systems. Others focus on carbon-neutral transportation solutions.
So, how can you do your part? Start by auditing your festival’s environmental impact — identify areas where waste or energy use spikes. Offer reusable cups, set up clearly labeled recycling stations, and work with vendors who share a green mindset.
Rest assured, your attendees will appreciate these green initiatives as much as the performances.
Prioritize Accessibility for All Attendees
Festival experiences should be unforgettable — for the right reasons. But for some, it’s not always smooth sailing. Take the Texas Eclipse Festival, for example, where 40,000 attendees faced sudden cancellation due to weather.
However, what sparked outrage was the lack of support for people with disabilities. Reports described the terrain as “treacherous,” with little consideration for accessible routes or facilities.
Don’t let this happen at your event. Many organizers make the critical mistake of viewing accessibility as merely checking compliance boxes. True inclusion requires thoughtful planning from the ground up. Festival grounds must accommodate mobility devices in all weather conditions. Emergency protocols must prioritize vulnerable attendees.
Start by consulting disability advocates during your planning phase. Create dedicated viewing platforms with clear sightlines. Ensure accessible restrooms are plentiful and properly maintained. Next, train your staff in disability etiquette and assistance. Lastly, develop and communicate clear emergency evacuation plans for those with mobility challenges.
Remember that accessibility benefits everyone. Parents with strollers, elderly attendees, and those with temporary injuries all appreciate thoughtful design. By planning for accessibility, you’re not only meeting legal requirements — you’re showing every guest that they belong.
Orchestrate Joy the Right Way
Despite your best-laid plans, mistakes are going to happen. The important thing is to stay prepared, think on your feet, and learn from every hiccup. Take your time to plan smart, build a solid team, and create a memorable experience for everyone. All the best!