Managing resources at live music events

Question 1

Types of resources

Answer 1

Human resources
Physical resources
Financial resources
Information resources
Risk and contingency management
Sustainability and compliance

Question 2

Human resources

Answer 2

This means managing people — including staff, volunteers, security teams, cleaners, and artist support workers

• hiring temporary staff and volunteers
• training in safety and customer service

Question 3

Human resources (1)

Hiring temporary staff and volunteers

Answer 3

Live events often need hundreds or even thousands of temporary workers. These may include ticket scanners, stewards, bar staff, and backstage crew

Volunteers are often given free tickets in return for their time. Charities like Oxfam run stewarding teams at events like Latitude and WOMAD

Question 4

Human resources (2)

Training in safety and customer service

Answer 4

Staff must know how to help people in an emergency, deal with crowd control, and speak politely to customers

Showsec provides training for security staff working at events like Wireless Festival and BBC Radio 1’s Big Weekend

Question 5

Human resources (3)

Example

Answer 5

Glastonbury Festival

Glastonbury uses over 30,000 staff and volunteers to help manage everything from ticketing and security to recycling and artist management

Question 6

Physical resources

Answer 6

This includes all the equipment and materials needed to build and run the event.

• staging, lighting, and sound
• toilets, fencing, and accomodation

Question 7

Physical resources (1)

Staging, lighting, and sound

Answer 7

Companies like PRG and Stageco provide huge custom-built stages, lighting rigs and sound systems

Smaller stages are often used for DJs, workshops or comedy acts

Question 8

Physical resources (2)

Toilets, fencing, and accommodation

Answer 8

Events need portable toilets, fencing to manage crowd movement, bins, hand-washing stations and sometimes tents or cabins for staff and performers

Power and water also have to be supplied, often using generators

Question 9

Physical resources (3)

Example

Answer 9

Boomtown Festival

Boomtown builds an entire themed village with film-style sets, stages, and props. It remains of the most complex physical builds in the UK festival scene

Question 10

Financial resources

Answer 10

This involves planning, budgeting, and managing money before, during, and after the event

• budget planning
• income from tickets, sponsors, and extras

Question 11

Financial resources (1)

Budget planning

Answer 11

Key costs include: artist fees, infrastructure (stages, toilets, fencing), security, staff wages, marketing, insurance and licences

Headline artists can charge £100,000–£1 million+, depending on their fame

Question 12

Financial resources (2)

Income from tickets, sponsors, and extras

Answer 12

Events earn money from ticket sales, VIP upgrades, parking, food and drink sales and sponsorship

Many festivals offer tiered pricing - where early bird tickets are cheaper and prices go up over time

Question 13

Financial resources (3)

Example

Answer 13

Y Not Festival

This small-to-medium UK festival uses tiered ticket pricing to help spread income across the year and manage cash flow

Question 14

Information resources

Answer 14

This includes software, data, and digital tools used to organise the event and keep things running smoothly

• ticketing and artist schedules
• communication and coordination

Question 15

Information resources (1)

Ticketing and artist schedules

Answer 15

Systems like Ticketmaster, Eventbrite, or Event Genius track who’s attending, when acts are performing and where staff are based

Artist riders (special requests for dressing rooms, etc.) are also tracked

Question 16

Information resources (2)

Communication and coordination

Answer 16

Walkie-talkies, mobile phones, and event apps are used to share updates with staff and festivalgoers

Some events use live messaging systems for emergencies or weather warnings

Question 17

Information resources (3)

Example

Answer 17

Reading & Leeds Festivals

They use a mobile app with real-time updates, stage times, interactive maps and notifications for schedule changes or weather issues

Question 18

Risks and contingency management

Answer 18

Festivals must prepare for things that could go wrong and have back-up plans ready

• common risks
• insurance and back-up suppliers

Question 19

Risks and contingency management (1)

Common risks

Answer 19

Bad weather, artist no-shows, technical problems, medical emergencies or overcrowding

Wet weather can damage stages and delay performances

Question 20

Risks and contingency management (2)

Insurance and back-up suppliers

Answer 20

Most events take out event cancellation insurance and have back-up suppliers for power, fencing or sound

Schedules often include buffer times in case of delays

Question 21

Risks and contingency management (3)

Example

Answer 21

Camp Bestival (2023)

High winds damaged part of the main stage. Organisers had to quickly rework the schedule, moving performances to other areas and keeping fans informed

Question 22

Sustainability and compliance

Answer 22

Festivals must follow the law and try to reduce their impact on the environment

• legal compliance
• eco-friendly actions

Question 23

Sustainability and compliance (1)

Legal compliance

Answer 23

This includes licences for music, alcohol sales, safety inspections and noise limits

Question 24

Sustainability and compliance (2)

Eco-friendly actions

Answer 24

Many events now offer recycling points, compost toilets and encourage public transport or carbon offsetting

Plastic bottle bans and reusable cups are now common

Question 25

Sustainability and compliance (3) Example

Answer 25

Green Man Festival This Welsh festival is known for its low-waste policy, solar-powered areas and local food sourcing. It has won awards for its environmental efforts