Organising a festival can be a complex process. From the ground up, managing every detail and creating space for festival performers demands time-consuming planning and execution.

Inviting artists and coordinating their performances on stage are just a few of the many important tasks requiring careful attention. Every moment counts in keeping the audience engaged, and outstanding planning and execution are vital to building the excitement of your festival.

Ultimately, a festival that focuses on effective management and coordination sets the stage for success. This blog offers valuable tips for coordinating multiple performers and acts to ensure your festival shines!

8 Tips to Organise Your Festival with Multiple Performances

A festival is a combined event of multiple acts, plays, and performances from talented artists. If it has not been well planned, arranging the event and queuing up the top festival performers can become tricky.

We have provided a step-by-step guide if you are hosting a festival and do not know how to manage and coordinate multiple performances simultaneously. Let’s explore some tips for coordinating multiple performers and acts at your festival:

1. Start with Setting SMART Goals

Before organising a festival, the essential aspect is to set SMART goals (Smart, Measurable, Attainable, Relevant, and Timely). Setting these goals can help you know your intent and target of hosting the festival.

In addition, specific goal setting helps in creating awareness among the event organisers about the main objective of the festival, such as providing entertainment, raising funds, or driving awareness. Therefore, defining your targets is the primary task while setting up any event or celebration.

2. Schedule Performances

When making arrangements for actors and performers on stage, it is important to consider the time factor. Scheduling is crucial, especially when you have a list of multiple stars ready to showcase their talent in front of a broad audience.

Additionally, lining up the entertainers concerning specific time slots facilitates saving show time without unnecessary breaks. Moreover, fixing schedules for each show will keep your audience engaged throughout the show.

3. Prepare Separate Teams of Organisers

Managing everything on your own can not help you perform the task effectively. Hosting a complete festival with just a single mindset becomes pretty challenging. Therefore, preparing separate teams of organisers is considered a significant part of managing events.

If a team of workers is working on scheduling performers on stage, the other one is controlling lighting and sound effects. This way, you can manage multiple performances by aligning each team of workers on a specific task.

4. Leave Room for Spontaneity

While hosting any event, it is essential to leave room for spontaneity. Prior planning may prevent unnecessary breaks. But if they happen by chance, you have to be prepared for them.

Overall, you can plan for the best but still be ready for the worst. Preparing yourself for any such happenings will prevent panic situations at the moment.

5. Allocate Break Times

In any festival, whether an entertaining one, musical event, live performance, or other, the spectators may get bored with continuous acts and plays. It is essential to allocate some break time when they can relax and enjoy a break. On the other hand, it becomes challenging for the artists to keep performing without breaks.

Therefore, you can organise food and drink breaks for the audience and the performers to rest and get back on track, feeling fresh. In the meantime, you can look into the remaining program of the show and schedule the rest concerning time.

6. Embrace Diversity

The primary reason for successful festivals is the embracement of diversity. The first part starts with planning before the event. Including the performances that are most liked by the spectators can keep the show alive.

Similarly, catering to the choice of a wide range of audiences can help you showcase multiple acts appreciated by the observers. Therefore, it is important to invite customised festival performers from various fields to the festival.

7. Prepare Emergency Services

Festivals are usually packed with hundreds of visitors, including people of all ages. Planning safety measures can help prevent any sort of emergency. But if anyone from the audience or performers needs medical attention, you should be prepared to deal with the situation.

Coordinating multiple performances requires maintaining a focused mindset. Having an emergency team ready before the festival is crucial to ensure that first aid can be administered promptly in case of any incidents, allowing the event to proceed smoothly without disruption.

8. Capture the Moments

Hosting a festival is not a once-in-a-lifetime story. If you have planned a successful event, you may consider organising another one soon. Keeping all the data together can help you reorganise the festival with the same pomp and show. Therefore, it is recommended that you prepare a sheet of artists along with their contact numbers so you can reach out to them once again.

Additionally, organising insights from previous festivals—such as performance times, the number of acts, and types of performances—can be beneficial for future events. Also, capturing moments through photos and videos can provide valuable feedback on which performances resonated with the audience, allowing you to consider repeating those successful acts in future festivals.

Concluding Insights: Making Your Festival a Success Through Coordination

Proper planning, management, and execution can make coordinating multiple performances simple. Beginning with SMART goals and efficient planning can ease your way ahead. Additionally, preparing for breaks and spontaneity can prevent mismanagement on the day of the festival. Finally, keeping all your data secure can help you organise a multi-performing festival again with the same or even better management and organisation.

With XS Events, you can infuse your events with jaw-dropping performances and experience entertainment at the next level. Create your dream festival and contact our event specialists today.

Plan Your Perfect Festival with XS Events

Planning your festival is an incredible experience. Connecting with superstar performers on stage and discovering new artists feels like a dream come true. If you’re searching for expert festival entertainment coordination, your search ends here.

XS Events specialises in providing customised entertainment shows tailored to your specific needs. As an award-winning festival entertainment specialist in Sydney, we take pride in having hosted over 500 successful performances.