Planning a festival – whether it’s your first or your twentieth – is an exciting but complex process. We know how crucial it is to have everything in place to deliver an unforgettable experience for your audience, from securing top-tier talent to ensuring a seamless event experience.
Success starts with a strong foundation. From the initial planning stages to booking talent and executing the event, navigating potential pitfalls and securing the right permits are essential to keeping everything on track. Overlooking key details can lead to unnecessary setbacks, but with the right preparation, you can ensure a smooth, enjoyable experience for everyone involved.
In this blog, we’ll break down common challenges event organizers face and the essential permits you will need to make your festival a success!
5 Common Planning Pitfalls
1. Missing Deadlines
Set clear timelines for tasks, such as securing permits, obtaining insurance, and finalizing your lineup. Ask yourself:
● When should I apply for permits?
● What type of insurance does my event require?
● When should I release my lineup?
Answering these questions early helps avoid last-minute issues.
2. Overlooking Event Day Details
A successful festival requires meticulous planning. Consider:
● Is the layout optimized for attendees, vendors, and staff?
● Do you have enough security, medical personnel, and event staff?
● Are restroom facilities adequate?
● Is all event information updated on your website and social media?
● Do you have the proper permits for your location?
3. Overestimating Asset and Catering
Ensure you have enough – but not too much – of everything, including:
● Liquor and food vendor licensing
● Stage equipment and infrastructure
● Adequate permits for all operations
4. Lacking a Contingency Plan
Always prepare for the unexpected. Make sure to have:
● A reliable communication system for staff, security, and medical teams
● Trained personnel for handling emergencies
● Proper credentials for vendors, press, and guests
● Backup Internet hotspots for ticketing, streaming and event logistics
● Extra equipment to cover unexpected technical failures
5. Essential Festival Insurance Coverage
Just as permits are crucial, the right insurance ensures protection. Consider:
● Vendor and contractor liability coverage
● Artist cancellation insurance
● Weather-related insurance
● General liability coverage for staff and attendees. Check local regulations for primary and secondary insurance requirements.
Must-Have Festival Permits
Every festival requires specific permits based on its size and location. Here are key ones to secure:
General Event Permits
● Special Event Permit – Required for festivals, covering date, location, and scope.
● Event Planning Permit – May involve experience verification, insurance proof, and background checks.
● Zoning Permit – Ensures your venue complies with noise, parking, and signage laws.
● Building Permit – Necessary for staging or temporary structures.
● Liquor License – Required if alcohol is served.
● Health Permit – Mandatory for food vendors to meet safety standards.
● Street Closure Permit – Needed for events affecting public roads or sidewalks.
Entertainment-Specific Permits
● Noise Permits – Required for amplified sound or live performances.
● Venue Permit – Ensures compliance with local regulations for public spaces (may encompass occupancy limits, safety features, and zoning requirements.
● Music and Entertainment License – Covers copyright compliance for performances.
Plan With Confidence
Planning a festival can be complex, but with proper research, organization, and support, you can execute a smooth and successful event. At Degy, we're committed to meeting you where you are and guiding you through the entire planning process, including finding the exact lineup your audience will love!
Are you ready to navigate the festival season with Degy? Contact Degy today!