Your Festival Production Timeline Template

Whether it’s a free community event or a large multi-day music festival, creating a festival production timeline is crucial to ensure a successful event. Here's a detailed timeline that covers the key stages from initial planning to post-event activities.

You can also download your FREE festival production timeline template here, or by clicking the button at the bottom of this page.

12-18 Months Before the Festival

Concept and Planning

• Define the festival's vision, theme, target audience and goals.
• Research and select potential dates (look out for clashes with other events in your region).
• Create a budget outline (be realistic - over-budgeting and under-spending is the best case scenario).
• Form the core team and assign roles (look for experience in festivals).
• Set reasonable break-even scenarios and ticket price ranges based on your budget (have a look at your competitors’ pricing).

Venue and Permits

• Research and book the venue/location (be on the lookout for good access and reliable people).
• Apply for necessary permits and licenses (this can take time, so be prepared to wait).
• Start discussions with local authorities and emergency services.

Sponsorship and Partnerships

• Identify potential sponsors and partners (look for people that align with your brand).
• Prepare sponsorship packages and proposals.
• Reach out to potential sponsors (always consider using a sponsorship agency with experience in this field to assist with this).

Start looking for talent

• Outline your budget for talent.
• Contact agents well in advance and be willing to make early offers.
• Be realistic about who you want to book.

9-12 Months Before the Festival

Marketing and Promotion

• Develop a marketing and promotion plan and budget.
• Design festival branding and logos.
• Start social media campaigns and website development (focus on dates and earlybird tickets).

Ticketing strategy

• Research ticketing providers (consider allocating tickets with multiple providers).
• Set up a pricing and sales strategy (tiered pricing is very common for festivals).
• Release early bird tickets (consider a small allocation at a very good price to stimulate interest and help cashflow).
• If you’re producing a free event, develop a registration process for attendees.

Programming and Line-up

• Outline the schedule of events and activities (be prepared to be flexible based on talent’s availability).
• Start making offers and booking talent (remember to plan travel and accommodation for artists well in advance).

Vendor and Contractor Engagement

• Identify and reach out to vendors (food, merchandise, etc.).
• Select production companies for stages, sound, and lighting.

6-9 Months Before the Festival

Logistics and Operations

• Plan site layout and infrastructure needs.
• Arrange for security, medical, and sanitation services.
• Book accommodation and transport for artists and staff.

3-6 Months Before the Festival

Public announcement and ticket sales launch

• Announce the festival line-up (remember to coordinate with agents, ticketing providers, partners and sponsors for maximum effectiveness).
• Launch main ticket sales.
• Intensify social media and online marketing.
• Launch the PR campaign (consider a PR consultancy for this).
• Distribute flyers, posters and physical marketing materials.

Detailed Planning

• Finalize event schedule and program.
• Conduct site visits and finalize layouts.
• Confirm all vendors, suppliers, and contractors.

Volunteer recruitment

• Open registration for volunteers.
• Plan key roles and responsibilities for volunteers.

1-3 Months Before the Festival

Operational Readiness

• Hold regular production team meetings to review progress.
• Finalize security and emergency plans.
• Conduct training sessions for staff and volunteers.

Announcements and marketing

• Launch further lineup announcements (doing this in waves helps spike ticket sales, especially when timed around paydays).
• Organize PR push and media engagements.
• Depending on ticket sales, consider increasing ticket price or running a special offer.

1 Month Before the Festival

Final Preparations

• Confirm all bookings and contracts.
• Advance artists and talent (set deadlines for information from agents and tour managers).
• Push those final ticket sales (don’t worry about getting to a sell out before the event, you can always sell more on the door).
• Perform final checks on logistics and infrastructure (don’t forget a rigorous health and safety protocol).
• Finalise volunteers and crew.
• Order wristbands and passes.

1-3 Weeks Before the Festival

On-site Setup

• Begin on-site setup (stages, tents, booths, etc.).
• Test all equipment (sound, lights, AV).
• Ensure security measures are in place.
• Set up accreditation offices.

Last-Minute Coordination

• Final walkthrough with production team and key stakeholders.
• Distribute final schedules and key contact lists.

Festival Day(s)

Event Management

• Ensure key personnel and equipment are on site for example, crew, artists, backline etc. (having accreditation offices are crucial for this).
• Implement the event schedule (delays are inevitable, so be prepared).
• Monitor and address any issues promptly.
• Ensure clear communication among all team members.
• Work closely with security to ensure a secure event.

Logistics

• Keep close contact with the local authorities to stay on top of traffic delays.
• Ensure contingencies are in place for important things like power and water.
• Ensure health and safety protocol is adhered to.

Attendee Engagement

• Provide excellent customer service.
• Manage social media updates and live coverage.

Post-Festival (1-2 Weeks After)

Breakdown and Cleanup

• Oversee site cleanup and breakdown.
• Ensure all vendors and contractors are paid.

Evaluation and Reporting

• Conduct debrief meetings with the team.
• Gather feedback from attendees, crew, volunteers and partners.
• Analyze data and prepare a final report.

Thank Yous and Follow-ups

• Send thank you notes to sponsors, volunteers, and partners.
• Maintain engagement with the community for future events.
• Launch early bird ticket sales for next year’s event.

This timeline is designed to be flexible and should be fine-tuned and adjusted based on the size and nature of your festival. Remember, regular reviews and adjustments are crucial to address any emerging challenges and opportunities. Happy festival planning!