FESTIVAL PLANNING CHECKLIST TEMPLATE: STAGE, PERMITS & ARTIST MANAGEMENT Created by ChecklistGuro (https://checklistguro.com) --- FESTIVAL CONCEPT & THEME --- [ ] Festival Vision Statement [ ] Target Audience Description [ ] Desired Vibe/Atmosphere (Select all that apply) (Energetic, Relaxed, Family-Friendly, Eco-Conscious, Artistic, Community-Focused) [ ] Festival Name [ ] Festival Genre (Primary) (Music, Arts & Crafts, Food & Drink, Cultural, Other) [ ] Unique Selling Proposition (USP) --- SITE SELECTION & LOGISTICS --- [ ] Potential Festival Site(s) [ ] Site Capacity (Estimated Attendees) [ ] Site Inspection Date(s) [ ] Site Pros & Cons Assessment [ ] Accessibility Considerations (Site) (Fully Accessible, Partially Accessible, Not Accessible) [ ] Site Map/Layout Diagram [ ] Parking Spaces Available --- PERMITS & LEGAL --- [ ] Business License Type (General Business License, Temporary Event Permit, Other (Specify)) [ ] License Application Submission Date [ ] Estimated Attendance (for permit calculations) [ ] Description of Activities Requiring Permits [ ] Noise Permit Required? (Yes, No) [ ] Copy of Noise Permit (if applicable) [ ] Alcohol Permit Required? (Yes, No) [ ] Notes Regarding Insurance Requirements --- ARTIST BOOKING & MANAGEMENT --- [ ] Artist Booking Status (Not Contacted, Contacted, Offer Sent, Negotiating, Confirmed, Contract Signed) [ ] Artist Name [ ] Performance Fee [ ] Contract Deadline [ ] Contract Notes & Amendments [ ] Artist Contract (Signed) [ ] Technical Rider Requirements (Stage Size, Sound Equipment, Lighting, Backline Instruments, Dressing Room) [ ] Contact Person at Artist Agency --- STAGE & PRODUCTION --- [ ] Stage Dimensions (Width) [ ] Stage Dimensions (Depth) [ ] Stage Height [ ] Stage Type (Flat Stage, Riser Stage, Multi-Level Stage) [ ] Stage Plot Diagram [ ] Sound System Power (Watts) [ ] Lighting Rig Type (LED, Conventional, Hybrid) [ ] Special Effects Requirements (e.g., Pyrotechnics, Fog) --- TICKETING & SALES --- [ ] Total Tickets Available [ ] Early Bird Tickets Available [ ] General Admission Tickets Available [ ] VIP Tickets Available [ ] Ticketing Platform (Eventbrite, Ticketmaster, See Tickets, Custom Platform) [ ] Early Bird Ticket Sale Start Date [ ] General Admission Ticket Sale Start Date [ ] Ticket Tiers (GA, VIP, Backstage Pass) --- MARKETING & PROMOTION --- [ ] Define Target Audience Persona(s) [ ] Select Marketing Channels (Social Media (Facebook, Instagram, TikTok), Email Marketing, Paid Advertising (Google Ads, Social Ads), Public Relations (Press Releases, Media Outreach), Influencer Marketing, Website/Blog Content) [ ] Social Media Ad Budget [ ] Social Media Campaign Start Date [ ] Upload Marketing Materials (e.g., graphics, videos) [ ] Primary Promotional Message (Lineup Highlights, Unique Festival Experience, Community & Atmosphere) [ ] Detailed Marketing Schedule (including timelines and responsibilities) --- SPONSORSHIP & PARTNERSHIPS --- [ ] Sponsorship Goals & Objectives [ ] Sponsorship Package Levels (e.g., Platinum, Gold, Silver) (Platinum, Gold, Silver, Bronze) [ ] Potential Sponsorship Value (Estimate) [ ] Potential Sponsor Categories (e.g., Beverage, Tech, Apparel) (Beverage, Tech, Apparel, Food, Automotive, Financial Services) [ ] Summary of Sponsorship Proposal (Draft) [ ] Sponsorship Deck/Proposal Document [ ] Date Sponsorship Proposal Sent --- FOOD & BEVERAGE --- [ ] Estimated Attendance [ ] Food Vendor Capacity (approx. servings/hr) [ ] Food Vendor Type(s) (Food Trucks, Stalls, Catering, Other) [ ] Dietary Restrictions to Accommodate (Vegetarian, Vegan, Gluten-Free, Halal, Kosher, Allergies (specify in notes)) [ ] Vendor Contract Notes/Details [ ] Estimated Food & Beverage Budget [ ] Vendor Contract Deadline [ ] Vendor Agreement Documents --- SECURITY & SAFETY --- [ ] Number of Security Personnel [ ] First Aid Station Location [ ] Security Briefing Date [ ] Emergency Contact Method (Radio, Mobile Phone, PA System) [ ] Potential Safety Hazards (Crowd Surge, Theft, Medical Emergency, Fire) [ ] Emergency Procedures Documented [ ] Security Plan Document --- VOLUNTEER MANAGEMENT --- [ ] Number of Volunteers Needed [ ] Volunteer Roles (Select All) (Gate Control, Stage Crew, Information Booth, Artist Liaison, First Aid, Clean-up Crew) [ ] Volunteer Application Instructions [ ] Volunteer Training Date [ ] Volunteer Training Time [ ] Volunteer Waiver Form (Upload) [ ] Volunteer Communication Guidelines --- SUSTAINABILITY & WASTE MANAGEMENT --- [ ] Estimated Waste Generated (lbs) [ ] Waste Diversion Strategies (Recycling Program, Composting Program, Donation Program, Reusable Dishware, Water Refill Stations) [ ] Details of Waste Reduction Initiatives [ ] Preferred Waste Management Vendor (Vendor A, Vendor B, Vendor C) [ ] Number of Recycling/Compost Bins [ ] Waste Management Plan Document [ ] Date of Waste Management Plan Review --- POST-FESTIVAL REVIEW & REPORTING --- [ ] Total Attendance [ ] Total Revenue [ ] Total Expenses [ ] Profit/Loss [ ] Marketing Channel Effectiveness (Rate 1-5) (Social Media, Email Marketing, Website, Paid Advertising, Press Releases) [ ] Overall Event Success Assessment [ ] Areas for Improvement [ ] Date of Final Report Submission --- END OF TEMPLATE --- Transform this text into a digital, automated, and trackable mobile app! 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