I’ve been building big computer systems for years, and one thing that I can guarantee is that nothing looks less creative than a long list of names, numbers and times, with a few buttons to click and maybe some things to process.

Creative People Require Creative Tools

Without exception, the festival bookers I’ve met say that their job is a creative process and lists of information just don’t work. This is why developing a visual scheduling system is essential to any Festival System. Times, stages, artists and performance styles need to be represented visually so that you can gauge the flow, quickly see what’s happening elsewhere, and judge the best changes and additions to make.

Will Any Scheduler Do?

There’s a wide range of festival specific elements that make festival programming unique and, as a result, requiring bespoke handling. For example, after midnight doesn’t necessarily mean that we’re into a new day – a performance scheduled at 1am Saturday morning is often part of Friday night’s line-up. So you either have to create your schedule in a spreadsheet, with minimal functionality, or use purpose built software.

Can We “Pencil It In”

A scheduler needs to have the ability to include “unconfirmed” performances – for when you’re discussing a specific time slot and need to reserve it while you’re still negotiating. These unconfirmed performances shouldn’t appear elsewhere in the system and should only be visible to the programmers otherwise chaos will reign.

Everything At Your Fingertips

So, if you have a scheduler, each stage with a time-line, and each performance represented as a block on that time-line, the programme becomes easy to read, quick to see where the holes are and simple to identify what’s going on elsewhere. If the scheduler has the ability to move the performance blocks around, change the length of each show and have those changes instantly reflected in the rest of the system, then it will transform how you work. And remember to put all the tools that your programming team needs within easy reach – instant access to performer budgets, stage details and other important reference content.

Show Me What You’ve Got

You’ll need the ability to view certain stages, or only show specific times, while you’re working on sections of the program. Color-coding the blocks to illustrate different performance styles will help with judging flow and pace. And don’t forget the small but vital things, like not losing your place each time you save.

Understand the Workflow

Make sure that each performance can be added directly within the scheduler, rather than having to visit a series of different pages. Include the option of setting the fee and contact information as part of the process. If it’s an existing performer, with a fee or performance time already set, it should check to see whether the fee is in addition, or as a new total. When you start typing their contact name, the system should automatically search through your existing contacts and make suggestions, auto-filling their details if the right person is found. If it’s a new name, then it gets added to the address book and is there for this festival, and the next, and the one after that too. Finally, after submitting a new performance, the scheduler could even generate and send the appropriate documents – a contract or deal memo, for example.

So there you have it, a fully featured Festival Scheduler. Simple.

If you can’t face the idea of building your own then, surprisingly enough, we have one that does this and more. If you’re interested in having trying it, then you’re more than welcome to take a look at our free demo.

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