Quick event snapshot

• Give me a one-sentence summary of this festival's purpose and vibe.
• Share your target attendance figure for this edition and the date that target was set. Options: Under 5,000, 5,000 to 20,000, 20,001 to 50,000, 50,001 to 100,000, Over 100,000
• How many days and how many concurrent stages are you planning to operate? Options: Single day, 1 stage, 2 days, 1-2 stages, 2-3 days, 2-4 stages, 3+ days, 3+ stages, Other (describe)
• Which past edition best matches the scale and guest experience you want, and what specific element of it inspires you?
• Are there any non-negotiable constraints or deal-breakers that would prevent you from working with an external production partner? Options: Yes - budget ceiling, Yes - venue must remain unchanged, Yes - internal team must lead, No non-negotiables, Unsure

Where things usually go wrong

• If you could point to a single recurring failure that would force you to cancel the event, what would it be?
• In the last three editions, how often did that issue occur? Options: Every edition, Most editions, Occasionally, Rarely, Never
• Tell the story of the most recent time it happened, who discovered it first, and what the immediate consequence was.
• Which consequence among safety failure, structural damage, permit revocation, or major revenue loss worries your board or insurer most? Options: Safety incident, Structural or stage failure, Permit revocation, Major revenue loss, Reputational damage
• Is there any unresolved site or operational risk that would make you walk away before build starts? Options: Yes - access or logistics, Yes - permit or legal, Yes - insurance limits, No, Unsure

Attendance, revenue, and sponsor health

• If ticket sales finish 20% below plan, what gets reduced first and who signs off on that decision?
• Report your current pre-sale percentage and the date it was measured.
• Select the revenue streams you depend on for this edition, choose all that apply. Options: Ticketing, Sponsorship, Food and beverage, Merchandise, VIP experiences, Grants or municipal funding
• Name who owns sponsor activation delivery on your side and describe their decision authority.
• Are there any attendance or demographic guarantees you cannot legally or practically commit to? Options: Yes - minimum attendance, Yes - demographic mix, Yes - engagement metrics, No, Unsure

Site realities the map will not capture

• Which single physical constraint on the site would force a major redesign of your production plan?
• List the utilities currently confirmed on site, who provides them, and any known capacity limits (power, water, sewage, telecom).
• Mark the access and site limitations that apply to your site, choose all that apply. Options: Vehicle weight limits, Single access road, Limited laydown area, No overnight parking, Noise curfew, Historic district restrictions
• When was the last structural or geotechnical survey performed and what was its headline finding?
• Is there an access or permit limitation that, if not resolved, would end this project? Options: Yes - access cannot be fixed, Yes - permit conditions impossible, Potentially, depending on mitigation, No, Unsure

Who's in the room and who holds the keys

• Who on your team has final signoff for safety and who signs commercial terms?
• Provide the names, roles, and day-of-event responsibilities of the on-site owners you will designate before build.
• Choose which internal stakeholders must approve scope changes, select all that apply. Options: Founder or owner, Board or investors, Municipal liaison, Legal, Finance, Programming or artistic director, Sponsorship lead
• How frequently do you meet with your operations lead during planning? Options: Weekly, Bi-weekly, Monthly, On demand
• Who can order a production stop during setup for safety reasons?

Permits, insurance, and red lines

• Name the single permit or insurance term that, if denied, would cancel the event.
• Select the permits already secured for this event, choose all that apply. Options: Event permit, Noise or curfew variance, Street closure, Food and beverage permits, Temporary structure permit, Fire marshal approval, Alcohol license, None secured
• Describe your current public liability and event cancellation insurance limits and any known coverage gaps.
• Have recent local incidents or jurisdiction changes altered permit or insurer expectations we should know about? Options: Yes - rules are stricter, Yes - insurers added conditions, No change, Unsure
• Are there permit conditions you cannot comply with under any foreseeable plan? Options: Yes - noise or curfew, Yes - capacity limits, Yes - emergency access, No, Unsure

Who else could you call and why that might still feel easier

• What alternatives are you actively weighing right now besides hiring an external production partner?
• Which of these describes your incumbent or prior production approach, choose all that apply. Options: In-house team, Local production company, Venue operator, Previous contractor, Consultant, No incumbent
• Explain what would need to be true about your current approach for you to keep running it rather than switching to an outside partner.
• Has anyone inside proposed scaling up without external help, and if so what was their plan?
• If we addressed your top three risks, how quickly could you move to change providers? Options: Immediately, Within 2 weeks, Within 1 month, Longer than 1 month, Unsure

Operational readiness and technical constraints

• What single technical or resource constraint on your side would prevent delivery to your timeline?
• Select third-party systems that must integrate with operations, choose all that apply. Options: Ticketing platform, Access control system or API, Payment processor, CRM, Municipal permit portal, On-site communications system, None
• Do you have a named technical contact who can grant system access and when are they available?
• How many dedicated full-time staff will support build and event operations on your side? Options: 0, 1-2, 3-5, 6-10, More than 10
• Which internal approvals tend to take longer than expected and by roughly how much?
• Do you have a firm cut-off date for confirming site access and permits to keep your chosen build date? Options: Yes - less than 4 weeks out, Yes - 4 to 8 weeks out, Yes - more than 8 weeks out, No firm cut-off, Unsure

Safety culture and emergency planning

• If a partial evacuation were required, what plan gives you confidence everyone can exit safely?
• Who is your nominated on-site safety officer and what certifications or experience do they hold?
• Which safety measures are already in place on site, choose all that apply. Options: Medical tents with EMTs, Crowd control barriers, Mapped evacuation routes, Emergency lighting, Hydration stations, On-site security team, None
• Describe the last safety drill or inspection you ran and the main gaps it revealed.
• Which external agencies must we coordinate with for emergency response and provide primary contacts if known? Options: Local police, Fire department, EMS, Public works, Parks or recreation, Other
• Do any mandatory safety conditions from an insurer or permit exist that you cannot meet? Options: Yes - cannot meet, Potentially cannot meet, No, Unsure

Measurable success and acceptance criteria

• Which single metric, if hit, would make you call this production a success?
• Choose the top three success metrics that matter most to your stakeholders. Options: Net ticket sales, Attendee satisfaction score, Zero major incidents, Sponsor ROI, On-time opening, Social reach or impressions, Local economic impact
• Describe the acceptance criteria your stakeholders will require before signing off on event readiness.
• Who must sign final acceptance and what evidence will satisfy each signer?
• If those metrics are met, what internal approvals remain before you can finalize a mutual commitment? Options: CEO or owner signoff, Board approval, Municipal signoff, Sponsor approval, No further approvals

Next steps, timeline alignment, and decision triggers

• If we resolved your two highest risks within two weeks, could you commit to the proposed timeline? Options: Yes, Maybe with conditions, No, Need more info
• Identify any calendar dates that are immovable for talent, permits, or municipal reasons.
• What communication rhythm do you prefer during planning and for rapid escalations? Options: Weekly calls, Bi-weekly calls, Monthly reports with weekly updates, Dedicated messaging channel, Ad-hoc only
• List the people from your side who should attend a decision kickoff meeting and their roles.
• If we deliver a risk register and a costed mitigation plan within seven days, are you willing to move to commercial terms within 14 days? Options: Yes, Maybe, No, Need to consult other stakeholders

• Production Walkthrough, Live

• Confirm the current state and its cost
• You confirm the demonstrated production plan and site layout close the safety and guest-experience gaps and materially reduce the quantified financial and permit risk.
• Deliver a redlined production plan with named on-site owners, contingency timelines, and acceptance criteria within 5 business days.
• Walk the production plan and site layout end-to-end
• You agree to the proposed acceptance criteria and named on-site owners for critical systems and contingencies.
• Provide a site-level contingency checklist that maps permit and inspection gates to go/no-go criteria.
• Run contingency scenario walkthroughs
• Share the latest site map, recent attendance trend data, and any recent incident or permit constraints before the follow-up session.
• You identify the remaining evidence and dates required to proceed to Mutual Commit.
• Confirm target attendance and three primary guest-experience KPIs to be protected by the plan.
• Demonstrate measurable acceptance criteria
• Validate alignment with your priorities
• Agree next evidence and timeline to mutual commit

• Production Walkthrough, Live
• Production Walkthrough Deck
• Production Walkthrough Brief

• meeting
• slides
• document

• Artist contracting and rider fulfillment
• Main stage construction and rigging
• Secondary stage and platform build
• Sound system deployment and tuning
• Stage lighting and visual effects installation
• Video LED walls and broadcast systems setup
• Power distribution and generator installation
• Ticketing, access control, and box office deployment
• Temporary water and sanitation installation
• Vendor booth and F&B infrastructure buildout
• Temporary fencing and crowd-control barriers
• On-site security staffing and crowd management
• Medical and first-aid station deployment
• Traffic, parking, and shuttle operations
• Site strike, load-out, and waste removal

Artist contracting and rider fulfillment

• How many headline, mid-tier, and support acts do you plan to contract for the event? Options: 1-3 headliners, 4-10 supports, 4-6 headliners, 10-20 supports, No headliners, multiple local acts, Other (describe)
• Which technical rider items are mandatory for your booked artists (examples: mic list, backline inventory, stage power requirements in amps, monitor mixes)? Options: Full backline provided, Specific monitor mixes required, Dedicated 3-phase power drops, Artist provides own backline, Other (describe)
• Do you need assistance drafting or negotiating contractual clauses for cancellation, rain dates, and force majeure specific to multi-day outdoor festivals? Options: Yes, No
• Identify the single point of contact who will manage artist liaison during load-in, soundcheck, and rider fulfillment (name and mobile contact).
• Provide a prioritized list of special hospitality requests from riders (examples: hot meals by showtime, dressing-room layout, ADA accommodations) that must be guaranteed.

Main stage construction and rigging

• What acceptance criteria will confirm the main stage is ready for artist load-in (for example: certified structural engineer sign-off on drawings, rigging inspection certificate, and FOH sightline verification)? Options: Engineer stamped drawings on file, Rigging inspection certificate issued, FOH sightline test completed, All of the above
• Which stage roof spans and maximum distributed load per square meter are required for the main stage configuration you envision? Options: Single-span 12m, 500 kg/m2, Double-span 18m, 750 kg/m2, Custom — describe dimensions and load
• Do you require pre-approved certified rigging plots and a single-line diagram (SLD) for truss and point loads before fabrication? Options: Yes, No
• Specify any production effects that will impact rigging and structural design (examples: pyro, flying rigging for performers, moving trusses). Options: Pyrotechnics, Flying performers, Moving motorized trusses, None, Other (describe)
• Are on-site rigger crews, with specific qualification levels and AR/engineer oversight, required to be supplied for peak build days? Options: We will supply certified riggers, We need supplier to provide riggers, Hybrid (we supply some crew)

Secondary stage and platform build

• How many secondary stages or platform stages do you require and what are the planned footprint dimensions for each? Options: 1 small (6x4m), 2 medium (8x6m), 3+ varied sizes, Custom — describe
• Which power feed types and quantities will each secondary stage need (examples: 32A single-phase, 63A three-phase, dedicated distro with Socapex/Cam-Lok)? Options: 32A single-phase, 63A three-phase, Socapex distro, Combination — describe
• Are weather protection or roofed packages required for any secondary stages (cover spec, wind rating in kph if known)? Options: Yes — full roof, Yes — minimal cover, No
• Identify the turnaround time in minutes you require between acts for changeovers on secondary stages. Options: <10 minutes, 10-20 minutes, 20-40 minutes, Custom (describe)
• Specify whether you need dedicated camera risers, commentary booths, or FOH positions for each secondary stage. Options: Camera riser, Commentary/IFB booth, FOH mix position, None

Sound system deployment and tuning

• How many main PA coverage zones do you plan and what is the estimated audience footprint per zone (square meters or attendee count)? Options: Single-zone up to 25,000 attendees, Dual-zone split field, Multiple zones — describe footprint
• Which maximum sound pressure levels (SPL) and local noise-ordinance limits must the system observe (state dB at measurement point and time restrictions)? Options: 85 dB Leq night limit, 95 dB peak limit, Custom — provide local ordinance
• Do you want system tuning and verification using measurement tools (RTA, Smaart) with a signed tuning report and reference tracks? Options: Yes — include signed tuning report, No — vendor tuning only
• Identify the nominated FOH console or mixing requirements (number of inputs, multitrack FOH feed, broadcast feed count).
• Provide preference for flown line-array configuration and maximum flown point heights for the main PA based on site sightlines and obstructions.

Stage lighting and visual effects installation

• Which lighting control protocols and fixture types will be used (examples: DMX512, Art-Net, sACN; LED moving heads, PARs)? Options: DMX512, Art-Net/sACN, LED moving fixtures, PAR/Blinders, Other (describe)
• How many lighting positions and what power per circuit should be planned for on-stage and FOH positions? Options: Small rig (<20 positions), Medium rig (20-50), Large rig (50+)
• Do you require pre-programming of a lighting sequence prior to load-in and a show file to be uploaded to the production server? Options: Yes — pre-program and deliver show file, No — program on site
• Specify any visual effects that require specialist handling (examples: fog fluid specification, flame bars requiring pyro permits, cryo), and provide permit status if known.
• Are backup fixtures, lamp spares, and DMX redundancy required on site and in what quantity relative to inventory (percentage or count)? Options: 10% spares, 20% spares, Full redundant rig, None

Video LED walls and broadcast systems setup

• What LED pixel pitch and overall screen dimensions do you require for each video wall serving the main stage or activations? Options: P2.9 — specify dimensions, P4 — specify dimensions, Outdoor P6 or larger — specify
• Which broadcast output formats and program-feed counts are required for live feeds (examples: SDI program feeds, NDI for internal routing, HDMI for in-house screens)? Options: SDI program feeds, NDI for internal routing, HDMI feeds, Combination
• Do you require a redundancy plan for video processing and hot-swap spares for LED cabinets to meet on-air SLAs? Options: Yes — N+1 redundancy, No — standard redundancy
• Identify camera counts, designated camera positions, and commentary/IFB feed requirements for broadcast or streaming.
• Provide preferred codec/container and server requirements for video playback (examples: ProRes 422, H.264 MP4) and any caption/ADT feed needs.

Power distribution and generator installation

• What acceptance evidence will validate power and generator installation prior to build (for example: approved single-line diagram, load-bank test at 110 percent capacity, labeled distro, and fuel delivery contract on-site)? Options: Approved single-line diagram, Load-bank test report, Fuel contract on-site, All of the above
• How much total generator capacity in kilovolt-ampere (kVA) do you estimate is required for production, vendor power, and hospitality combined? Options: <200 kVA, 200-500 kVA, 500-1000 kVA, 1000+ kVA
• Which connector and distro types are required for show power (examples: Cam-Lok, Socapex, 63A Cam, 32A CEE) and approximately how many runs of each? Options: Cam-Lok, Socapex, 63A CEE, 32A CEE, Other (describe)
• Do you require on-site fuel storage with bunding and vendor-supplied refueling schedule for the event duration? Options: Yes — vendor supplies fuel and storage, No — utility tie-in only, Hybrid
• Specify uninterruptible power supply (UPS) needs for critical systems (ticketing, broadcast, medical) including runtime targets in minutes.

Ticketing, access control, and box office deployment

• How many entry lanes, turnstiles, or handheld scanning points are planned and what is your target throughput per hour per lane? Options: <1,000 per hour per lane, 1,000-3,000 per hour, 3,000+ per hour
• Which ticket formats and scanning protocols will you accept (examples: QR code, 1D barcode, RFID wristbands)? Options: QR code, 1D barcode, RFID wristband, Combination
• Do you require integration with an existing CRM, marketing platform, or access-control API for real-time validation and attendee segmentation at gate? Options: Yes — integrate with CRM, No integration required, We need assistance to define API integration
• Identify box office hours, cash-handling procedures, and POS hardware preferences for on-site ticket sales and will-call.
• Will you require print-on-demand box office capability or are you operating mobile/digital ticketing only? Options: Print-on-demand, Mobile/digital only, Hybrid

Temporary water and sanitation installation

• Which toilet quantities and ratios do you require (for example: 1 toilet per 75 attendees for general admission, with additional ADA units)? Options: 1 per 75 attendees, 1 per 100 attendees, Custom (specify number)
• How many potable water stations and vendor water hookups are needed across the footprint, and where should water fills be located (vendor plaza, backstage, artist compounds)?
• Do any food vendors require greywater or sewage hookups and certified grease-trap connections? Options: Yes — multiple vendors, Yes — limited vendors, No
• Identify pump locations, hose-run lengths to main sewer or holding tanks, and preferred servicing frequency for multi-day operation.
• Are municipal permitting, backflow prevention devices, or site-specific water quality testing required for potable dispensing? Options: Yes — permits required, No

Vendor booth and F&B infrastructure buildout

• How many vendor stalls and food & beverage (F&B) operators will you host and what are typical stall footprints you plan to allocate (e.g., 3x3m, 6x3m)? Options: <25 vendors, 25-75 vendors, 75+ vendors
• Which utilities must be provisioned per booth (examples: single-phase 32A outlet, LPG gas hook-up, potable water line)? Options: 32A single-phase, 63A three-phase, LPG hook-up, Water line, None
• Do you require vendor back-of-house waste removal, grease-trap service, and a certified hygiene inspection prior to opening? Options: Yes, No, Partial — describe
• Provide vendor load-in windows, vehicle access types permitted for delivery, and any requirements for vendor vehicle passes.
• Are fixed infrastructure items required for F&B such as permanent canopy, handwash sinks, or suppression systems per vendor? Options: Handwash sinks, Suppression systems, Permanent canopy, None

Temporary fencing and crowd-control barriers

• What perimeter fencing length and number of controlled gates are required, and which fence type do you prefer (examples: chainlink, crowd barrier, decorative hoarding)? Options: Chainlink, Crowd-control barrier, Hoarding/solid fence, Combination
• Which emergency egress widths and ADA-compliant access routes must be maintained in your fencing plan (state widths in meters)?
• Do you require crush-barrier zones and front-of-stage crowd-lane layouts with certified barrier vendor drawings? Options: Yes — certified drawings required, No crush-barrier zones
• Identify locking and key-control procedures, gate watch staffing, and after-hours gate security expectations.
• Specify signage, wayfinding, and emergency-route signage to be affixed to fencing with required languages if applicable.

On-site security staffing and crowd management

• How many licensed security staff do you require and what role breakdown is needed (examples: perimeter, gates, stage line, crowd managers)? Options: Ratio-based (1 officer per X attendees), Fixed team size — specify, We need supplier to propose
• Which crowd density or trigger thresholds will you use to escalate security posture (for example: meters-squared per person or queue length triggers)?
• Do you require a named security operations lead and an on-site command post with a documented radio plan? Options: Yes — named lead and command post, No — ad hoc coordination
• Provide credentialing scheme for staff, volunteers, vendors and artists (color-coding, lanyard types, vehicle pass tiers).
• Are bag searches, clear-bag policy enforcement, or metal detector use mandatory at your entrances? Options: Bag search policy, Clear-bag policy, Metal detectors, None of the above

• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Commercial Terms & Payment Schedule
• Permits & Approvals Schedule
• Insurance Certificate & Requirements
• Acceptance & Milestone Sign-Off Exhibit
• Site Access & Utility Authorization
• Change Order Agreement
• Cancellation & Force Majeure Rider
• Third-Party Vendor Responsibility Schedule

• Post-Event Health Check (weeks 1-4)
• First Outcome Measurement (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Quarterly Success Review (ongoing)

• Update the shared issue tracker with current statuses and expected close dates for all open safety and infrastructure items.
• Produce a metric packet with raw data, calculation methods, and variance analysis for attendance and incident rates.
• Document corrective-action plans with owners and deadlines for each identified root cause.
• Confirm the Acceptance Gate meeting date and required artifacts for verification.
• Restate acceptance criteria and targets
• Produce a documented acceptance decision with pass/fail status recorded against each Production Scope criterion.
• For any failed or conditional criteria, a remediation plan exists with named owners and firm resolution dates.
• Publish the formal acceptance decision and evidence package to the shared workspace within 24 hours.
• Create and publish the remediation tracker for any failed or conditional criteria with owners and deadlines.
• Schedule verification checkpoints for remediation items and define success verification methods.
• Review metric trends and variances
• Maintain alignment on whether attendance and sponsor fulfillment metrics remain on target and identify corrective work if not.
• Ensure outstanding issues are progressing to closure and that high-priority enhancements are scheduled with owners and dates.
• Publish the quarterly metric dashboard update with variance explanations and trend graphs.
• Assign owners and due dates to the top three enhancements agreed for the next quarter.
• Re-confirm acceptance criteria and owners
• Confirmed list of acceptance criteria owners and a validated deployment completion status against Production Scope.
• A ranked list of critical open issues with short-term remediation tasks and target completion dates.
• Publish the post-event incident and remediation log to the shared workspace within 48 hours.
• Collect and share baseline operational signals (gate scan rates, vendor uptime incidents, staffing rosters) for the first measurement meeting.
• Present attendance and incident data
• Clear understanding of whether attendance and incident-rate metrics are tracking toward targets recorded in Production Scope.
• Root-cause list for any metric gaps with concrete corrective actions and target completion dates.
• Diagnose root causes for variances
• Open issues and ticket burn-down
• Deployment completion validation
• Present outcome data against each criterion
• Early operational signals
• Sponsor activation and commercial outcomes
• Document pass or fail per criterion
• Enhancement and change request triage
• Formal acceptance decision and signatory capture
• Critical open issues and blockers
• Confirm next quarter action plan
• Open remediation items and owners
• Confirm path and timeline to acceptance gate
• Agree remediation plan for any failed or conditional items
• Agree immediate remediation actions