PREPARING FOR FESTIVALS
Touring is alive and well, and music festivals are on many artists' schedules this year. There is so much to think about when preparing for a festival. However, if we're prepared and ready to take on the inevitable curve ball, the experience can be rewarding. We can never foresee every problem, but I wanted to touch on some of the most important things to consider.
As with any show, your success depends heavily on your preparation. So, allow yourself time to focus in the weeks and months leading up to a festival performance. Pay close attention to details as you familiarize yourself with the information you receive. If artist representatives and the festival production team provide accurate, timely information, an efficient advance process and a smooth performance day are likely. And, if things go sideways, it will be much easier to right the ship.
Production and tour managers have many responsibilities; some overlap, and others are independent. Both should update their documentation independently and join forces before beginning the advance process.
For production managers, a stage plot is an excellent place to start. Like all production-related documents, a stage plot must provide the essential details in a way that is easy to read without confusing the reader. If your production includes risers, list riser dimensions and height. Don’t forget to mention ego risers if you use them! Also critical on a stage plot is the location of all required power drops. Remember that the person referencing your plot doesn’t know anything about your show, so ensure the information you want to convey is simple to decipher. For example, use colors, or change the weight of each outline, to differentiate between objects that look the same in a two-dimension drawing—things like wedges, risers, and rugs.
An updated audio input list is crucial when utilizing house stage patching. If you carry a control package (consoles, audio split, and audio snakes), mention the console type(s) in your production rider. It may not seem important when you’re self-contained, but knowing what footprint you require in advance can be very helpful for the festival team, who are responsible for every square foot of stage space.
You’ll also want a stage plot (and rigging plot if applicable) from the lighting team, along with any specific console or fixture requests. Again, if you're carrying a lighting console, list this in your rider. Your LD will probably want time to focus if possible, so mention this when advancing the schedule.
If you’re carrying a power distro(s), ensure the festival representatives know this and are aware of your power requirements for all departments.
Some of your festival performances will likely be fly dates. You'll want to speak with each backline technician on the tour to ensure your backline rider is current. Remember that fly dates typically require commercial air travel, which increases the likelihood of disaster. Even if your equipment makes it on the initial flight, it might not make the connection. And there is always the risk of something getting damaged during transit. Therefore, I recommend that you request a backup for everything you carry. If your show depends on it, get a backup.
Also related to fly dates, an Efficient Hustle blog wouldn’t be complete if I didn’t mention the Carnet. It doesn't matter if you're hand-carrying equipment or shipping via cartage; if you're leaving the country, you need a carnet. This document takes time to prepare, so don't put this off!
Prepare for storms so wind and rain don’t ruin your day, or equipment
It’s also important to remember that most festivals are outdoors, so think ahead and be ready for anything that mother nature may throw at you. Carry reflective tarps to protect instruments and electronics from extreme temperatures. If you're touring and have the space available, carry large tarps and 10 x 10 tents for rain cover and sandbags to secure things if the winds pick up.
While the production manager gets their world in order, the tour manager will also focus on their documents. Being sure to include all dietary restrictions, the hospitality rider should ensure the band and crew are well-fed and have plenty to drink. The personnel list is updated to ensure everyone is accounted for when advancing credentials and festival transportation. And any runner requirements are typically addressed by the tour manager during this time.
Once the production and tour managers have updated their respective documents, they can join forces, combine them into one cohesive production rider, and begin the advance process.
Last but not least, once the production details are in order, be sure to look out for yourself and pack accordingly. It is not uncommon to experience a significant temperature swing throughout the day when working outdoors. So, wear layers, carry a jacket and warm hat, and bring sunscreen to protect yourself from the sun. It seems to be an unwritten law that the chance of rain significantly increases if we don't carry a raincoat. So, don't forget your rain gear!
I wouldn't be doing my due diligence if I didn't include a reminder that everyone is very busy during the festival season, and you're probably not anyone's priority. It's not personal, so don’t take offense to this. Just begin your advance early, and be patient.
Be safe, and I’ll see you in catering.