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Installation and Management of the Festival Site Office.

Andy Robertson

Any large scale multi day festival situated in a remote location will need the ability to manage all their operations locally on-site. What are the key requirements for setting up and installing a festival site office to ensure that all the operational logistics can be easily managed away from a fixed office space.

For most of the year festival organising entities work out of a fixed office location usually with a core team of full-time staff members which is often supplemented with expert contractors as and when required. Many staff may work remotely from home but if it’s a registered limited company they will have a legal requirement for a registered office providing a fixed office location from which to base operations from.

A fixed office has the advantage of not being exposed to the elements and provides a comfortable environment for workers, easy access to power and the internet with good mobile signals which are all taken for granted. When setting up a festival site office much of the facilities will need to be replicated and this can be done by renting a shipping container or similar custom-built mobile office set up. There are numerous suppliers who can provide a plug and play solution which come pre-installed with power outlets, lighting, air-conditioning and heating.

The site office installation is one of the first elements in the festival planning process that needs to take place. Installation will require the site office to be suitably located in a central easy to access part of the festival site and a reliable power source will need to be installed and connected at the same time. Once the power has been connected, the site office can be fitted out with the furniture and equipment necessary to duplicate the organiser's fixed office. Key to the set-up process is the installation of telecoms connectivity which can be done by contracting a telecoms company to install a temporary mobile broadcasting station. The mobile office may include a temperature-controlled cabinet to house any servers that need to be installed, these may perform a back-up function as most tasks can now be performed in the cloud using the installed mobile network.

Once the installation is complete staff can start working from the site office and most organisers will split their staff between their fixed office space and the remote site. Access to the same data and operational logistics software is required whenever the staff are working on-site. The site office will have limited space so organisers need to ensure only essential site staff are based from it. As the festival site takes shape and fills with contractors the site office will become the central focus and hub of activity and will need the ability to operate effectively around the clock if necessary.

For festival organisers planning their events using a software management platform like Festival Pro gives them all the functionality they need manage every aspect of their event logistics. The guys who are responsible for this software have been in the front line of event management for many years and the features are built from that experience and are performance artists themselves. The Festival Pro platform is easy to use and has comprehensive features with specific modules for managing artists, contractors, venues/stages, vendors, volunteers, sponsors, guestlists, ticketing, cashless payments and contactless ordering.  

Andy Robertson
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