The clocks have gone forward and summer is on its way, which means organisers of music festivals and outdoor events are beginning to plan their summer schedules.
Knowing where to start can feel overwhelming. There’s a lot to consider, but with the right people, careful preparation, and thorough planning, delivering a successful event is absolutely achievable.
Once you’ve chosen the location for your music festival or outdoor event, there’s a long list of factors to think about, including:
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Event promotion and marketing
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Budget planning
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Estimated attendance numbers
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Public Entertainment Licensing requirements
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PRS Music licensing
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Catering provision
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First aid, stewarding, and security arrangements
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Toilet facilities
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Car parking and traffic management
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Public liability insurance
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Risk assessments
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Additional entertainment
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Accessibility considerations
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Additional stalls such as arts and crafts
The list can seem endless, but it is manageable. Every event is different, and so are its requirements. For example, organising a large music festival is very different from arranging a school summer fayre, even though some planning elements overlap.
One of the most important aspects of any event is the base for the entertainment, whether that’s a stage or an arena.
For music festivals in particular, the stage, sound, and lighting production are crucial. Artists need to perform at their best, and high-quality production ensures the audience has an unforgettable experience.
Choosing an experienced event production company to work alongside you is vital. At Just Smile, our team of skilled technicians, electricians, and riggers have supported music festivals and outdoor events for many years.
Just Smile has delivered numerous event productions, providing stage hire, PA and sound systems, and full lighting production. We work closely with our clients to ensure every event is delivered on time and within budget. Our technicians will also advise on power requirements, whether on-site power or generator supply. We provide full risk assessments and public liability insurance, helping to tick even more items off your planning checklist.
The only thing we can’t control is the weather. A warm summer’s day is ideal, but organisers should always be prepared with wellies and rain ponchos (just in case).
This overview has only scratched the surface of what it takes to put on an event, but we hope it inspires you to create a memorable and successful music festival or outdoor event.
