Festival organizers must have a plan in mind so that their event goes smoothly, with the outcome being nothing short of a memorable experience for all attendees. Whether you are just starting in the festival space, you’re a seasoned veteran, or you’ve never organized a youth festival before, here’s a guide to help make your youth festival unique and successful.
A youth festival is usually a themed event with a wide range of activities for teenagers. Art, music, dancing, movies, gaming, and academics are common festival themes. Auditions and applications are required for performance and participation in some festivals. Large gatherings are typically hosted in schools, conference facilities, or open spaces. Here are seven things that are required for planning a memorable youth festival.
1. Map the Space
Create a thorough, to-scale sitemap of the entire facility as the first step in your on-site logistic preparation. It entails determining where each vendor, stage, and restroom will be located as well as designating overflow space or a secure spot to deposit cash and other valuables. Ensure that the paths and areas are large enough to accommodate the anticipated numbers. In case the traffic flow is greater than anticipated and produces a bottleneck effect, you’ll need to devise a backup plan.
2. Follow a Strict Schedule
A festival is created using a planner which is an excellent method for scheduling every event and activity. Each event on each day is scheduled to guide attendees on what to do and when they should do it. According to www.stlsevents.co.uk, you’ll want to start organizing the event at least six months in advance. Three to six months before time, you should be finalizing significant elements like festival goals, games, etc. One to three months before time, finalize specifics, including caterers, permits, and extra activities.
3. Organize Your Team Well
Staffing access points and customer service stations within the festival are essential for a good experience. Encourage teamwork by discussing how each person will contribute to the festival’s success once you’ve recruited volunteers or delegated employees. Then, to avoid misunderstanding on the big day, assign each person a distinct responsibility.
When assigning tasks and responsibilities to your festival staff, don’t forget about security. Ensure that security personnel understands the full extent of their role at the festival. Above all, make sure there are enough of them – unauthorized entry can often result in lost revenue, or worse, casualties due to overcrowding.
4. Plan the Aesthetics
Use your venue’s theme and design to take care of most of the decor. Work with your platform lighting professional to do a run-through rehearsal with your bands. Place directional banners at the top of doors and exits in multi-space facilities to help direct traffic. Include sponsor logos on the stage backdrop and any available tents, marquees, or billboards. Have a backup tent rental and a different layout plan in case of bad weather. To save money on a youth festival, focus mainly on digital marketing efforts and select unique venues.
6. Find the Ideal Location
Look up similar youth festivals and related events in your area in the last two years to find out where they have been hosted. Your target audience is likely to be familiar with and enjoy similar venues, which will build a sense of anticipation in them to attend your event. They’ll positively identify your event with others they’ve seen there.
Next, organize on-site visits for your top two or three locations. Consider the price, capacity, location, decor, layout, and A/V equipment available. Take plenty of photos for reference, and ask the venue organizer if they can walk you through how youth festivals are generally organized in this location.
7. On the Day of the Festival
The day of your celebration has arrived, but your preparations are still incomplete. Conduct a last-minute volunteer training on the event’s equipment and arrangement. Inspect the area to ensure that all equipment has been unloaded and set up as planned. Check if any emergency exits are blocked, and go over your contingency preparations with your employees. Continue to track critical data throughout the day, such as check-in, walk-up ticket sales, and overall attendance. You may alter your strategy and redistribute resources or traffic flow with real-time monitoring.
Start setting your goals and organizing your upcoming event now that you have a better idea of what it takes to plan a grand youth festival. Remember that having a clear vision as a guide will help keep you on track and deliver that one-of-a-kind experience you desire.