Prepping for Your Festival: What Matters From the Very Start

Festivals don’t fall apart on event day. They fall apart months earlier—quietly—when foundational decisions are rushed, skipped, or made without a plan.

If you’ve ever thought, “We’ll figure it out as we go,” this post is your gentle (but firm) intervention. A well-run festival starts long before vendors, stages, or social media posts. It starts with clarity.

Here’s what actually matters from the very beginning.

1. Start With the Purpose (Not the Pinterest Board)

Before you book a band, design a logo, or price vendor booths, you need to answer one question:

Why does this festival exist?

Is it:

• Economic development?

• Community building?

• Cultural celebration?

• Tourism?

• Artist exposure?

Your purpose will guide every decision after this—programming, funding, partnerships, even site layout.

✨ Sketgo truth: A festival without a clear purpose becomes a very expensive party.

2. Define Your Non-Negotiables Early

Every festival has constraints. Pretending otherwise is how budgets explode.

From the start, identify:

• Maximum budget

• Maximum site capacity

• Noise restrictions

• Insurance and permitting requirements

• Staffing limitations

These aren’t buzzkills—they’re guardrails. When decisions come up later (and they will), your non-negotiables keep things grounded.

3. Build the Budget Before You Build the Dream

Your budget is not something you “circle back to.” It’s the backbone of the entire event.

At minimum, your early budget should include:

• Artist fees and production

• Site infrastructure (staging, fencing, power, toilets)

• Insurance, permits, and security

• Marketing and signage

• Staff and volunteer costs

• Contingency (because something will go wrong)

✨ Pro tip: If you don’t budget for admin and logistics time, you’re just donating your sanity.

4. Lock Down the Site and Logistics First

Your site dictates what is possible.

Before confirming programming, you need to understand:

• Power access

• Load-in and load-out zones

• Emergency access routes

• Washroom requirements

• Accessibility considerations

• Weather mitigation plans

A gorgeous lineup means nothing if trucks can’t unload or the power can’t support your stage.

5. Get Clear on Roles (Early and in Writing)

Festivals fail when everyone assumes someone else is handling it.

From the start, define:

• Who makes final decisions

• Who handles artists

• Who manages vendors

• Who oversees volunteers

• Who deals with emergencies on site

✨ Hard truth: “We’re all helping” is not a role.

Clear responsibilities save relationships, time, and panic later.

6. Funding Strategy Comes Before Spending

If grants, sponsorships, or partnerships are part of your plan, those timelines need to be mapped early.

Ask yourself:

• What funding is confirmed vs. pending?

• What expenses rely on funding approvals?

• What happens if a grant doesn’t come through?

This prevents the dreaded “we spent the money assuming it would arrive” moment.

7. Marketing Is Strategy, Not Just Promotion

Marketing isn’t just posting pretty graphics three weeks before the event.

Early marketing planning should answer:

• Who is this festival for?

• How do they actually find events?

• What’s the core message?

• What partnerships can amplify reach?

A clear narrative early makes marketing easier, cheaper, and more effective.

8. Build Systems Before You Need Them

Before things get busy, set up:

• File organization

• Contact lists

• Vendor and artist tracking

• Volunteer sign-up systems

• Communication templates

✨ Sketgo rule: If you wait until you’re overwhelmed to build systems, you’re already late.

Wrapping It Up

A successful festival isn’t about doing more—it’s about doing the right things first.

When your purpose is clear, your budget is realistic, your roles are defined, and your logistics are planned early, everything else becomes easier. Programming shines. Marketing lands. Event day feels calm instead of chaotic.

And yes—unexpected things will still happen. But preparation gives you the confidence and flexibility to handle them.

✨ Planning a festival and not sure where to start? Book a call with Sketgo. We help festivals, BIAs, and community events build solid foundations—so your event doesn’t just happen, it succeeds.