Music Festival Guestlist Management and Accreditation.

Managing a guestlist for any music festival can be challenging and organisers must establish an accreditation process for successful implementation. Elements like physical space and ticket availability can be key drivers in the guestlist allocation process, what are the key considerations for organisers when planning their accreditation management.

Defining the accreditation process should form an essential part of the planning process for organisers. If processes are clearly defined it makes implementation easier as festival live dates get closer, saving time and smoothing out operational logistics. Demand for guestlist passes will always exceed supply making their allocation and management essential to ensure satisfaction among key guest categories. 

Ticket Availability and Allocation. 
The number of guestlist passes available will depend on the popularity of the event, audience capacity and whether or not the event is likely to sell out. Before tickets go on general sale organisers should have estimated the likely number of guestlist passes they will need. Many organisers also use guestlist passes as a valuable currency which can be used to close a deal with potential sponsors or reduce artist’s fees in exchange for more guestlist passes. Organisers will create categories for guestlists which typically will include Artists & Entourages, Sponsors, Staff & Crew (Volunteers), Media & Press and other VIPs or influencers for example. 

Space Limitations. 
Unless a music festival is on a sizeable outdoor site most events will have limited space available backstage which is where guests prefer to get access to. The pressure is always on organising staff to manage the backstage areas efficiently especially with artists and crews involved in set transitions plus the movement and set up of instruments and equipment. In addition, there will probably be dressing rooms, green rooms and catering facilities which need careful management. For this reason, guests should get extremely limited access to backstage areas to prevent them disrupting operations. Backstage areas also contain valuable equipment and instruments so there is a security consideration too. 

Registration. 
When setting up an accreditation process for the collection of data on guests organisers must ensure that they comply with the prevailing GDPR (General Data Protection Regulation) for storing personal data. Each pass will require the name of the holder plus the associated affiliation (company/artist). Depending on the category of pass organisers can allocate access control parameters which define where that pass can and cannot access. In some cases, additional security background checks may be required for sensitive zones. Once all the necessary data has been captured using an accreditation software tool like Festival Pro enables complete management of the process. Unique bar coded (QR code) guestlist tickets can be sent to each person on the list. The data held on the coded ticket can be verified by on-site scanners and RFID wristbands can be issued, a process which prevents counterfeiting. As all guestlists are held electronically organisers can amend details or revoke access at any time as required. 

Access Control. 
Most festival sites operate handheld code scanners at entrance gates and to restricted zones which enables guests to quickly and easily access zones as specified by organisers. A ticket holder presents their guest ticket and the data within the QR code is transferred to an RFID wristband which enables access to specified zones whilst on site. Most handheld scanners have the ability to sync with a central system that contains the accreditation software enabling real time changes to be made. Security personnel will need to be briefed regarding guestlist access conditions so that any issues can be quickly and politely resolved. It is not uncommon for artists or sponsors to forget to update organisers with last minute changes to their guestlists. 

For festival organisers planning their next events using a software management platform like Festival Pro gives them all the functionality they need manage every aspect of their event logistics including a dedicated accreditation management module. 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, site planning, cashless payments and contactless ordering.

Image by Beeki via Pixabay

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