Event Management
We offer an extensive range of event planning, event documentation and management services to help our clients deliver successful and memorable events.
At Festival HQ we pride ourselves on our attention to detail and our ability to deliver exceptional results. We understand that every festival is unique and we work closely with our clients to ensure their vision is realised.
Event Planning
We offer a range of services to help our clients deliver successful and memorable events, we;
Develop event concepts and themes that align with goals and objectives
Conduct venue research & selection including site scouting, visits and contract negotiations
Develop event timelines and production schedules to ensure timely and efficient execution
Create event budgets and financial projections, all the way to final P&L
Manage licensing, event approvals, applications and permits, on time and in line with all relevent legislation and guidelines
Manage stakeholders and liaise with community, vendors, suppliers and contractors
Ensure event documentation is produced on time, is reviewed, corrected, and distributed appropriately
Design & build the festival site
Provide on site event management and coordination, including staffing & volunteers
Conduct risk assessments and develop contingency plans to mitigate potention issues
Provide consultation on event design and production
Budgets & Financial Management
Throughout the event planning process we;
Create event budgets which are detailed, realistic and supported by real quotations and data points
Identify and maximise revenue streams, such as ticket sales, premium services, sponsorships, vendors and merchandise
Create financial projections & forecasts to guide decision making through the planning process
Negotiate with supplies to acheive the best possible pricing and service
Work with clients existing financial policies and procedures to ensure effective budget planning & management
Ensure effective procurement and purchase order processes are in plan
Ensure invoices are received in line with agreed terms and payment timelines and processes
Provide details reconciliations and post event profit & loss
Event Documentation
We can prepare and produce all required event documentation including;
Event Management Plan
Operations Plan
Risk Assessment & Risk Management Plan
Emergency Management Plan
Evacuation Plan
Adverse Weather Plan
Crowd Flow / Ingress & Egress Management Plans
Sustainability Action Plan
Disability Access & Inclusion Plan
Production Schedules & Run Sheets
Pedestrian, parking, transportation Plan
Youth Management Plan
Ticketing, Box Office & Gate Management Plan
We work with subject matter experts to procure tailored plans including;
Security & Crowd Management Plan
Noise Management Plan
Event Traffic Management Plan
Hostile Vehicle Mitigation Plan
Medical Plan
Crowd Care / Crowd Welfare Plan
Waste Management Plan
On the Day Event Management
We ensure that the event is effectively resourced and managed for the enjoyment and satisfaction of all, from Artists & Talent, Staff & Volunteers, Authorities to Customers and VIPs
Pre-opening site inspections
Obtaining final licensed and approvals
Ensuring all compliance documents are obtained
Conducting inductions, briefings, site walk throughs
Emergency & Evacuation procedure briefings
Staff & Volunteer management & welfare
Set up & run the Event Control Centre
Set up & run the Emergency Coordination Centre
Act as Chief Warden, coordinate incident response
Manage all areas of the festival from transport, parking, box office, gates, staff areas, access routes, back of house work spaces, artist areas, performance areas & stages, VIP areas, and front of house
Oversee all site & event operations from pre-event, bump in, ingress, event opern period, egress and bump out
