Guide: The 6 best ideas for organizing music festivals
Let me tell you a secret, music lover: the details make all the difference when organizing a festival or concert with your favorite artists.
Festival lovers know that moment when you realize you’re listening to that hit song you’ve had on repeat during everyday situations in life: while you’re going to work, to class, cooking, or while it plays in the background in a pub with your friends. But there’s no feeling like experiencing a song intensely in a magical place, in a moment to remember.
In the end, a festival goes far beyond a DJ or producer playing a song. Or seeing the bassist of a legendary group in the world of rock. A festival is about experiencing the moment and the place: an unforgettable atmosphere, the people and everything that unites them. The music is important, of course, but the people are more important, and the small details often make the difference so that the moment of magic is vivid in their memories.
There are already big festivals that remind us of this, like the ones we mentioned in the guide to the 5 best music festivals confirmed before April.
The 6 ideas we propose now are directed by and for the people, so that they feel like protagonists, so that the feeling of unity reaches them, to show them gratitude, to guide them during the event, even so that they live it more intensely to the rhythm of the songs, we do not forget!
But we always ask a question. How? We believe that the how is more important than the what. Organizing events with a significant audiovisual display requires detailed planning in a script for each type of activity: we made a detailed approximation of this in the guide to organizing medical conferences and in the ideas for an original wedding. And we believe that, on this occasion, festival bracelets can have a great impact in adding value to the event.
Using time, space and creativity at every moment of a show is vital so that the details become important and not just a succession of soulless acts.
Do we give the festival’s inaugurators a deserved welcome? As we said at the beginning, the concept can go hand in hand with the music, the artists and, above all, the animation. It is always important to keep the moments of a concert at their maximum level of intensity and attention, so that they can discover everything it has to offer. The focus must be kept on the stage at the right time and place, and the maximum number of people must be present so that it is a unique experience and surprises with all the elements.
First steps to organizing a music festival
As we have said, prior planning is essential for any festival, concert or musical that is going to take place. The context and the environment are key, and this is how a good concept is solidified to kick off the event. It could be that a well-known alcoholic beverage company called “Ron Velera” decides to hold an event for advertising purposes, and joins forces with an event agency that has a long track record in handling concerts in local pavilions in Alicante.
Ron Velera has managed to boost consumption in the Valencian nightlife scene, but they need to boost themselves by creating a stronger brand image, so that young people and music lovers see it as the drink that accompanies the great moments that occur at parties.
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The agency is clear that the festival should take advantage of the beaches of the place and focus on the outdoor night parties that are so well known in the industry and this type of events. However, both must find a differentiating element. And they find it on an island: Tabarca.
So, once you have the concept down pat, all that’s left is to design the skeleton of the idea and fine-tune the communication strategy. You have to make the event have a sense of exclusivity by being held on the island, on a summer night, along with the name “A la deriva Fest” and just let the details of the event do their magic.
Artists personalize the experience
The line-up of artists, that is, the list of confirmed artists at the festival, is more important than it seems. They are a fundamental part of finding the atmosphere you are looking for. Obviously, without artists there is no show, but is any DJ or singer good enough? As we have said before, the concept of the festival and positioning it in the minds of the public is the main challenge.
And from solving this headache, the others arise, in such a way that the concept has a direct relationship with the experience of the festival and thus create an adequate atmosphere. “A la deriva” can have two different types of music: urban rap and electronic music, two genres that will vibrate with the bracelets at the festival.
Make sure that the artists are going to be what the public likes, something fundamental in the organization of musical events. For example, in urban rap, artists such as Natos and Waor stand out, who usually have harder references in their lyrics and could be a perfect complement to the “arrival of the pirates” at a moment of the event, before the night. On the other hand, we have electronic music and all its variety of genres of any kind, which can serve as a complement while celebrating the “stolen loot” of the attendees.
Location, permits, grants, budget
Let’s be honest, this is a very delicate part and requires close attention. Nothing should be taken for granted. Organizing a private party on such a well-known island can be very complicated, but if a sponsoring company with some influence can fight for at least a venue within Tabarca, then it’s welcome. Whether it’s an island or not, the important thing is to have an open dialogue with city councils and government organizations so the project can move forward, whether with subsidies or external private assistance for hiring, after presenting the project, properly prepared and developed in all its aspects.
How many stages for a festival?
A question that needs to be answered while developing the work script. A stage guarantees that people will keep their attention on what is happening and will not disperse, but it is increasingly common for there to be several different areas at the same festival and for the attendee to have an active experience, thus enjoying the entire event. Our Glow Experience festival-style wristbands give the opportunity to divide into groups and thus create an immersive experience with their light effects.
The question again challenges the concept: is there any valid reason for there to be two or more? This is something we also had to take into account when we participated in the fashion show at Mercedes Fashion Week in Madrid.
Taking a look at the situation of the festival in Tabarca, it is probably not worth it. A stage with a medium-sized venue would be appropriate for an island that is very dedicated to tourism and that has little or nothing to do with a large area dedicated to it, as is usually the case at other festivals. However, there is some value to be gained from this: there is no need to elaborate on a huge display of scenery, lights or stands if you are simulating that the audience is on a desert island.
The human team to organize the event
In projects of this calibre, there are at least three work teams that must be available and in perfect harmony. Without them, the festival would be nothing more than an idea. The production team is that trusted team that provides sufficient security when all the details must be ready on the day of the event, and is made up of the lighting team, the staging team, the production team and the assembly team. It is the largest team and is dedicated to ensuring that, on a technical level, things work, but if they don’t work, they can act in time so that they go unnoticed and execute plan B.
Of course, there are also suppliers, who provide what is needed at all times, and who are often led by a brand that supports the work process that the organisation has and which is so expensive. The third agent that we will mention will be the programming team, which will specialise in being in direct contact with artists so that they can perform and their stay is as comfortable as possible.
Attendees need to know that the atmosphere will be magical.
In order for the mental image of the event to reach them, the most important thing is to achieve a good communication strategy. The vision and the mission, two similar but different concepts, are part of this. The mission is the short-term objective, what the project in question does for the people who go to the festival: for example, the boat trip service to the island, the amenities, the adventure and other activities that could have to do with the tourist industry itself. The vision is what is expected, the global expectations on the path to follow. For example, using more islands, more locations, a festival throughout the Balearic archipelago…
That on social networks or on the web it can be seen that it is not just a festival, it is a show in a different location, attractive on a tourist level, that is not massive and that will become a night to remember while the most famous artists on the scene play the songs they like. By placing special emphasis on the details and the concept, the regular public at festivals will know that everything that is proposed breaks with the established. Festival wristbands are clearly a tool to achieve this.
The shows begin
Once the development work, logistics and hiring of the great artists are finished, the big day of the festival begins. It is time to analyze if everything works as it should so that the event is a complete success and an unforgettable experience.
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Once inside the venue, attendees will have access to food, depending on their ticket type and the number of consumptions included. They can also be given one of the items that can truly enhance those unique details that make an event unforgettable: our LED bracelets.
With them, they won’t just experience the music or the different moments of the festival that we’ll describe below,
but the bracelets can also serve as a guide for attendees. Don’t know what time the first performance starts?
In that case, the LED bracelet would light up to signal that the singer or DJ is about to begin their set — acting as a notification.
Different bracelets for everyone
Following on from the previous idea, dividing the wristbands between the different people involved can be a really practical idea for the different moments of the event. The wristbands can be divided into up to 10 groups so that each group has a certain colour or effect, so that the artists can wear them and, when they are going to perform, they light up. Another group can be for the audience and the light effects interact when the singer lets them finish the phrases of the song. Personalised festival wristbands with a different logo can make your logistics easier if you differentiate each group of people who will wear them. Even some sponsors can put their logo on them.
The staff can be another group: internal communication is important and sometimes, in large groups, new, schematic or more visual solutions are needed, so that there are no setbacks or failures in team coordination. We do not forget the VIPs or members of the public with privileges, such as the winners of a raffle who were invited. They can attend the popular meet and greet, and use their bracelet so that they remain in one color and thus identify the person to access the backstage.
The concert presentation
The stage lights may go out and the LED party bracelets worn by the audience may light up orange, simulating torches, while music plays, and torches appear on the LED screens as well. With some tense atmosphere, the captain of the ship announces that pirates are coming, and part of a song starts playing so that the audience can see who they are. The colour of the bracelets begins to fade in and out until they appear on stage, and they turn another colour or another effect is programmed with the controller.
Let the hardstep song mix with the LED light
The functionality of these party light bracelets can make them shine to the beat of the music, making them the most valuable accessory of all, even more than the decoration itself. There are festivals that focus on the design of the event, but if the concept has to do with the place and the time, the public’s experience will be better. With remote control LED bracelets, event organizers can synchronize the lights across the crowd, creating a stunning visual effect that enhances the overall atmosphere. These bracelets not only add excitement but also help unify the audience, making them feel more connected to the moment. When used strategically, they can transform any concert or festival into a truly immersive experience. Moreover, incorporating these LED bracelets into corporate events can elevate the overall ambiance, making them more engaging and memorable for attendees. As one of the best technologies for corporate events, these synchronized light displays can capture the essence of a brand or message, fostering a stronger emotional connection with participants. By using remote-controlled LED bracelets, businesses can create a unique atmosphere that not only promotes interaction but also enhances brand visibility in a creative and captivating way.
After the urban music concerts and an immersive storytelling in which many artists are visitors to the island as part of the theme, it is time to celebrate the loot obtained by the pirates, which is shared among the entire crew on the island. As night falls, the indigenous tribes begin to arrive: the DJs, who bring with them rhythms and tracks known within the world of underground electronic music, and which can easily blend in with the colours and effects of the bracelets.
Green for techno and purple for future house
Battles have always been a big draw for music. We can see the example in the Red Bull Batalla de Gallos exhibition battles, or the impressive competitions of that brand, as well as the Freestyle Master Series, an official league in Spain on the subject in question, which brings together thousands of people every month.
At a festival it is always interesting to see how two or more sides interact and then comment on who could be the winner. Here we take it to the world of DJs and electronic music genres. It could be that the audience is divided into two groups of wristbands, depending on who they want to support in the battle, whether techno or future house music. Both DJs would come on stage and exchange short sets, so that in each set the corresponding group of wristbands would shine, with added effects and dances to accompany them.
Free round of drinks at the stands
Continuing with the example, a sea rescue team has brought enough supplies so that they can spend more hours on the island until they can be removed from there. These are the sponsors, in this case the main investor of the event, Ron Velera, who has decided to give a free round of the drink of their choice to all attendees at the event.
When organizing the marketing of the project to promote the products, it is crucial to play with timing. When to give away the free drinks? Maybe when there are more people scattered around the venue without any concert or active session? In any case, the bracelets could serve as indicators that there is an open bar during that precise moment, and that it is easier to communicate with people.
The same occurs with the merchandising of the singers or of the festival itself. The singers may be saying goodbye and it is time to notify the potential client that the stand selling their t-shirts and caps will close shortly.
Does the party continue the next day?
Another of the most important decisions that can have an unquestionable relevance when approaching the work script: the days of the event. There are people who get tired quickly and one day is enough; others would be there all week with days in a row of parties. This question depends on the festival’s public and whether its magical atmosphere was a success among them. With the help of the bracelets, the days of partying or even the appearances of the artists each day could be differentiated.
If the festival has a campsite and provides tents and a suitable space to stay on certain days, it is easier to continue for one or two more days. In the case of the island, it is most likely that the organization, with the help of the sponsoring company, will set up a campsite to spend at least two days of concert in Tabarca.