Festival Planning Timeline 

Festival Planning Timeline

Below is a structured festival timeline outlining key activities and deadlines from early planning to post-event evaluation.

12+ Months Before Festival

✅ Define festival mission, vision, and artistic focus
✅ Research and apply for funding and sponsorships
✅ Secure venues and confirm dates
✅ Develop initial marketing and branding strategies
✅ Establish governance structure and recruit core team members
✅ Engage with local authorities for permits and support

6-9 Months Before Festival

✅ Open artist applications and venue registrations
✅ Finalise festival structure (open access, juried, hybrid)
✅ Launch website and social media platforms
✅ Start community engagement and stakeholder meetings
✅ Secure media partnerships and PR campaigns
✅ Develop festival sustainability plan and accessibility initiatives

3-6 Months Before Festival

✅ Finalise programme schedule and confirm artists
✅ Begin ticket sales and promotions
✅ Distribute marketing materials (posters, flyers, online ads)
✅ Hire and train staff and volunteers
✅ Conduct risk assessments and implement safety protocols
✅ Confirm logistics (venue contracts, technical riders, insurance)

1-3 Months Before Festival

✅ Launch full-scale media campaign (press releases, interviews, influencer collaborations)
✅ Organise community events to boost engagement
✅ Conduct final rehearsals and technical checks for performances
✅ Ensure accessibility features are in place (captioning, step-free access, sign language interpretation)
✅ Plan for on-site sustainability initiatives (waste management, energy efficiency)

Festival Week

✅ Execute festival operations with real-time monitoring
✅ Engage with press, social media, and audience feedback
✅ Ensure smooth coordination between venues, artists, and ticketing systems
✅ Address any on-site challenges promptly
✅ Encourage visitor engagement through surveys and interactive events

Post-Festival (1-3 Months After)

✅ Conduct artist and audience feedback surveys

✅ Assess financial performance and funding success

✅ Publish a post-festival report outlining key successes and areas for improvement

✅ Hold meetings with stakeholders and community partners to discuss future growth

✅ Continue marketing efforts by sharing festival highlights and testimonials

✅ Begin planning for the next festival cycle