Organizing a festival: Event infrastructure guide

Organizing a festival is a complex task that requires meticulous planning and careful attention to numerous details. Whether it's about security, administrative procedures, or infrastructure, every aspect must be carefully orchestrated to ensure a memorable event for festival-goers. In this article, we will guide you through the essential steps to organize a successful festival, focusing on event infrastructure, Atawa's area of expertise.

The 6 fundamentals of the organization 

Before delving into logistical details, it's essential to plan the fundamental elements of your festival. Here are the key aspects to consider for a successful organization.

Theme

Choosing a theme for your festival is crucial as it determines the event's identity and influences all other decisions. Whether it's a music, gastronomy, or film festival, the theme should be clear and attractive to your target audience.

Target audience

Precisely identifying your target audience helps in understanding their expectations and preferences, which guides programming, service offerings, and communication strategies.

Programming

A diverse and rich program is the heart of your festival. Select artists and activities that align with your theme and cater to your audience's interests, ensuring diversity and engaging highlights throughout the event.

Budget and funding sources

Create a detailed budget including all anticipated expenses (artist fees, infrastructure rental, communication, security, etc.). Identify potential funding sources such as grants, sponsors, ticket sales, and on-site additional sales.

Communication and promotion

Effective communication is crucial for attracting participants. Use a mix of traditional and digital channels such as posters, social media, media partnerships, influencers, press releases and radio.

Administrative procedures

Do not overlook administrative procedures: obtain necessary permits from local authorities, ensure compliance of facilities, and adhere to regulations in force.

👉 Read also : Public event : equipment rental for crowd control

Event infrastructure

After planning the fundamental elements, focus on the infrastructure of your festival. Atawa, expert in event infrastructure, supports you in optimizing every logistical aspect to suit your needs. Here are the main points to take into account :

Location

Choosing the right location is crucial. Consider these options:

• Open-air venues (field, beach, park, etc.): provide a unique atmosphere but require significant logistical preparation.
• Enclosed complexes: easier to manage infrastructure-wise but may be less attractive.
• Historical monuments: add charm but often require special permits.
   

Ensure the chosen location is accessible and offers sufficient space. Consider terrain type and vegetation, as these factors influence budget and choice of structures.

👉 Read also : How to calculate the venue capacity for your event ?

Accommodation needs

Provide a list of nearby accommodation options for attendees. Create a camping area or a "village" with waterproof tipis accommodating 1 to 8 people, including relaxation areas, showers, and dedicated sanitation facilities.

Sanitary facilities

Sanitary facilities are essential at any festival. Consider renting sanitary cabins, a practical solution for outdoor events.

• Connectable cabins which require connections to water, electricity, and sewer, offering unlimited use.
• Autonomous cabins which operate independently with a tank but require regular emptying.
   

Ticketing management

Efficient ticketing management is crucial for a smooth entry experience. We recommend two primary channels:

• Online ticketing which reduces queues and facilitates attendee entry.
• On-site ticketing, using flexible, modular kiosks that are easy to install and dismantle.
   

Security management and installations

Ensure participant safety by implementing access controls, security teams, and emergency response plans, collaborating with local authorities. Verify installation compliance. Atawa provides support in organizing a safety commission and approving necessary infrastructure.

Reception tents and pagodes

Tents offer adaptable covered spaces ideal for festivals. Consider:

• Stretch tents or domes for VIP areas.
  
   

• Sailcloth tents for artists.
   

• Classic tents for staff and volunteers.
   

• Pagode Tent for catering and first aid stations.

Then, you just have to personalize tents with decorations and furniture to create distinct and welcoming spaces.

👉 Read also : Choosing the perfect reception tent : your complete guide for a flawless event

Sustainability initiatives

Our last advice would be to adopt sustainable practices such as waste sorting, use of reusable cups, LED lighting, and water fountains to minimize environmental impact. Promote local initiatives to enhance your event's sustainability, appealing to environmentally-conscious attendees.

Organizing a festival is an exciting adventure that demands diligence and creativity. By following this guide and leveraging Atawa's expertise, you'll have all the tools to create a memorable and secure event, leaving attendees with unforgettable memories.