Free Flow of Information

• What does free flow of information mean in festival organization?

• How can festivals enable free flow of information?  

• What kind of information do festival makers need to provide? 

• What information do festival makers need to be given access to?  

Enabling a better free flow of information within festival organization means providing an improved exchange of relevant data and communication between all parties involved, from artists and venue managers to funders, local authorities, and the audience. 

This pillar is essential for ensuring that all people involved are on the same page in order to reduce misunderstandings and enabling a festival to run more efficiently. A better free flow of information also contributes to building trust and transparency inside as well as outside of the festival organisation, which are fundamental aspects for creating a more peaceful environment.

Festival organizers must make sure to provide comprehensive and accessible information to all stakeholders. This includes creating detailed timelines with critical dates (artist/venue availability, deadlines for funding, schedules of other cultural activities in the area). By sharing this information early and clearly, festival organizers can facilitate better planning and coordination among all parties (touring agencies, funders & fundraisers, other cultural actors in the area). In addition to this, festival teams should be regularly informed about the timelines and check ins on the feasibility of these schedules should be organised regularly. This also leads to a more collaborative approach that not only ensures that the timelines are realistic for everyone, but also promotes a sense of ownership and responsibility among team members.

An integral aspect of the free flow of information is the research and communication of funding options. Festival organizers need to identify and disseminate information on various funding sources, including mobility grants, sponsorship opportunities, equipment support, technical assistance, structural grants, and project-specific funding. By providing clear guidance on how to access these resources, festival makers can empower their teams and partners to secure the necessary support for their activities.

Another critical application of the free flow of information is ensuring that the audience is well-informed about the festival’s content. This might include content warnings for any material that might be triggering (like announcements prior to the shows, written notes at the entrance or in the printed/online program or other marketing products). Transparent/sensitive communication about certain aspects of the content also helps audiences to make informed decisions about their participation and enhances their overall experience.

It is also important for festival organizers to incorporate information about the local context into their outreach activities. This can mean to integrate local initiatives (NGOs, tourist agencies, local authorities) into the festival programming. This helps to improve the bond between visitors and host location as well as it strengthens community ties (between the festival and other actors in the location).