Outdoor Music Festival

This Notion template for the Outdoor Music Festival is designed to serve as your all-in-one project management and coordination hub. At the heart of the template is the Tasks section, where you’ll find five detailed categories—Event Concept and Planning, Logistics and Resources, People and Staffing, Marketing and Promotion, and Post-Event Wrap-Up. Each of these is structured with actionable task items tailored specifically for a large-scale, in-person music festival. These tasks include clearly defined objectives, execution steps, timelines, and references to industry best practices—giving your team clarity and confidence throughout the planning process.

Under Event Concept and Planning, you’ll define the festival's goals, lock in your theme, set your budget, and secure your venue. This section includes tasks like developing the visual identity (e.g., stage aesthetics, branding), identifying your primary audience, and using Notion to set project milestones and team responsibilities. For a music festival, this phase will also include talent scouting criteria and notes on licensing or permitting that influence both your budget and schedule.

The Logistics and Resources section includes everything related to the infrastructure and day-of flow—from timelines for staging and audio setup, to managing power needs and vendor coordination. It’s built to support high-attendance outdoor events, with tasks for emergency contingency planning, waste management, load-in/load-out schedules, and vendor briefings. It also gives you space to track permits, contracts, and supplies, ensuring nothing is overlooked leading up to the festival date.

In People and Staffing, you’ll organize your event personnel—from hiring your artist liaison and security leads to training volunteers and coordinating staff shifts. The template lets you track individual assignments, schedule team briefings, and store communication protocols. It also includes tasks to manage registration and gate staff for efficient check-in, plus plans for crew support and incentive structures to retain volunteers for future festivals.

Finally, the Budget, Attendees, and Documents sections help you centralize key records. The Budget area includes columns for item name, category (e.g., sound, staging, food), cost, vendor details, payment status, and receipt uploads—ideal for managing the high volume of moving parts in a festival setup. The Attendees section, while more relevant for VIPs, staff, or invited guests, allows you to manage essential contacts and their status. The Documents section is your centralized library for site maps, permits, artist contracts, vendor agreements, and promotional assets—all linked and easily accessible for your team. This comprehensive template keeps your outdoor music festival organized, efficient, and ready to scale.