Festival & Events Coordination

“Unprecedented times” became the most nauseating phrase of 2020, but I’m bringing it back in 2024. Hosting a live event is facing unprecedented times. In the post-pandemic era, you have to do things differently. Why? People WON’T travel to events just for content anymore. • They expect to be able to join a livestream. • They expect to watch the sessions after the show is over. • They expect to experience things they can’t get online. People WILL travel to be part of an experience. And yet, so many events today are still focused on the old, pre-pandemic execution playbooks with over-indexed content and counting the number of bodies stuffed into conference halls as a measure of success. Here are four things we are doing differently with Goldenhour: 1. Reimagining Keynotes and Breakouts • The conference agenda has to balance both inspiration and education. Find speakers for your keynote stage that validate your narrative AND inspire your audience. “Boring panels” will become audience activations that you won’t want to miss. • Extend breakout sessions — ours will be longer than the keynotes to allow attendees to go deeper on the content they are begging for. 2. Having a clear track for everyone • Prevent session clashes. How many times have you been to an event where the only 3 sessions that sounded interesting were happening at the exact same time? 1. Creating a special (and free) online experience • Prioritize a first-class digital experience designed for those who can't attend in-person. Ours will feature a VIP marketer host with expert commentary as viewers tune into keynotes + BTS interviews after sessions. • Hybrid events are no longer optional. They’re mandatory, and deserve their own planning and strategy — and that doesn’t mean setting up a camera in the back of the room or hosting a zoom call for the same old slide decks. • This also may be our biggest risk. We’re essentially hosting two events at once. 2. Revamping the show floor • Give people a reason to want to be on the show floor. Instead of another room of sponsored booths, reimagine sponsor activations that get them real value AND attendees want to get involved. P.S. I think we’ve done the impossible here! CEOs, CMOs: if you needed permission to challenge the status quo with what is no longer working, this is it. Stop hosting events. Start hosting experiences.

I've noticed a new trend appearing, so I wanted to mention it out loud after discussing it with our volume build clients over the past few months. LED Volumes might have been designed for Virtual Production, but they are increasingly being used for Live Events and Location-Based Experiences, too. We've seen an uptick in enquiries about using our spaces in LA and Melbourne in this way. And it's not really a surprise, if you think about it. As you can see below from the BYD event we did in Melbourne last year, volumes can provide a vibrant, dynamic and engaging backdrop for premium live audience events or pop-up location-based experiences. The wrap-around screens can immerse customers, audiences, attendees or fans in a completely different world, or any other stylized visuals you want, which could be responsive to music or other cues throughout the event. The tracking technologies we have throughout our volumes could also be used to facilitate any number interactive experiences. And the great thing about studios is that they usually have plenty of open spaces and most, like ours, also include adjoining production offices, corporate areas and green rooms, giving a large events team all of the spaces needed to stage something incredible. I've worked on a couple of things like this before and to me, the key to holding an incredible event in a VP space is to lean right into the sense of immersion and perspective it can create. Imagine walking into a key building/location from a major IP franchise - and everything you see outside looks like a live environment from that world, no matter how surreal it might be. Think a settlement from The Last of Us. As an audience, you could freely watch a story unfold or an attack happen through the windows while never feeling like you are in a volume. And then you could also have the ability to interact with the screens using props, or gestures tracked by our mocap systems. These are all brilliant capabilities that would be applicable to most of the largest volumes around the world. But I think there is another reason we've seen an uptick in interest in our LA studios, too. Most volumes are contained spaces that aren't great for large crowds or audience movement. But our Dynamic Volume System in LA changes that by allowing every wallPod, or section of LED wall, to quickly be driven into any configuration that fits any unique plan; you could even change the config and experience on different days to keep things fresh. Being able to create a nice wide, open arc, or an enclosed immersive space with the same volume components - or floating sections that encourage exploration, gives event planners a virtually unlimited canvas with which to get creative. The only thing I'd like to see is more creative events people turn their minds to the possibilities here. Exclusive dance events, striking product reveals, gamified storytelling experiences or fan engagement opportunities; it's all possible in a volume..

Why Most Initiatives Are Carried by a Few — And What We Can Learn from That In almost every team, business group, or association, a familiar pattern plays out when it’s time to execute something new — a business networking meet, a customer event, a knowledge session, or an offsite retreat. The idea starts with enthusiasm. A date is picked. A few names are floated. A venue is booked. Responsibilities are assigned. And then… it begins. The silent sorting of doers and bystanders. A small core group jumps in. They organize, invite, follow up, arrange logistics, and fix problems in real time. The event takes shape. Energy builds. A larger group offers help when asked, does bits and pieces. And a quiet minority — disengaged or disinterested — remains on the sidelines. Sound familiar? The Psychology of Participation: This phenomenon isn’t rare. In fact, it’s rooted in human behavior. The Bystander Effect explains how people often assume someone else will take responsibility when in a group. Social Loafing reveals that people tend to put in less effort when they are not individually accountable. The Pareto Principle reminds us that in most collective efforts, 20% of the people drive 80% of the outcomes. But this isn’t a complaint. It’s a call to awareness. Because when a few individuals carry most of the weight, they aren’t just making the event happen — they’re building their own leadership muscle. Events as Low-Cost Leadership Labs Here’s a perspective worth adopting: Every small initiative is a low-cost, low-risk experiment in leadership and management. Whether or not an event succeeds, participating in its creation offers a playground to learn: - How to handle logistics - How to influence people to show up - How to balance egos, feedback, delays, and pressure - How to lead when the outcome is uncertain At worst, you face a bruised ego — and honestly, that’s a necessary milestone for any leader. How High-Performing Teams Flip the Script Forward-thinking teams and organizations don’t just accept this behavior — they design around it: They make effort visible, not just outcomes They assign clear micro-responsibilities so no one can hide in the crowd They build peer accountability, where members answer to each other, not just a leader They treat every initiative as an experiment worth learning from They debrief openly, focusing on both results and behaviors This approach creates not just successful events, but a culture of participation, ownership, and mutual respect. The Next Opportunity Is Always Around the Corner Every time a new initiative comes up, so does a fresh opportunity — to test your initiative, your influence, your grit. It’s not about titles. It’s not about roles. It’s about showing up and choosing to matter. Because eventually, the real winners are not just those who attended a great event. It’s those who made it happen. Subodh

Last week Retention.com spent $50K renting a mansion in Malibu for a full day retreat that was 100% free for brands and creators. We had over 200 people show up by 10am. Here’s exactly how we did it: First off, the results: - 540 total RSVPs - 340 RSVPs approved - 230 attendees showed up Of those 230 attendees… - 130 were from brands - 60 were creators and influencers - 40 were partners and sponsors Here’s how we got there: 1. Identify your ‘Why’ Our ‘Why?’ was because you shouldn’t have to choose between your health or your work. You should be able to have them both. We created a space where the DTC community can come together to improve their brain, their body and their business in an environment that mixes personal health & wellness with networking & education. 2. Set a budget We did our first “Retox” event in Nov ‘23 so we had a good idea of what things would cost, but we also knew we’d have to rely on some amazing partnerships and pull a few strings to make this happen. 3. Find a production company We got burned on our first Retox with a bad event partner and made sure not to make the same mistake twice. We worked with @Samantha Pena and the unparalleled team at @TwentyEight events to pull this off. 4. Build the sponsorship offerings Since we knew what our budget was, we then based our sponsorship packages around this and made sure of 2 things: a. We weren’t going to profit off the event and would put every dollar of sponsorship back into it. b. Sell to only the exact amount of sponsors we needed to hit our budget and allow us to maintain a healthy ratio of brands : sponsors. 5. Creating the run-of-show This is one of the hardest things about planning an event like this and will make or break you. It takes a lot of care and attention to find the right balance of talks and activities throughout the day to keep people happy and engaged. 6. Build the demand We had an application process and we would approve based on their fit into the overall vibe of the event. We worked with our sponsors ahead of time to understand their ICP and then combine that with our own expectations to guide our application approval process. TAKEAWAY I like to compare planning an event like this to doing a jigsaw puzzle in a hurricane. You know what you want it to look like from the beginning and you’ll do all you can to make sure it looks like that in the end, but the fact is that not all the pieces are going to make it in the end. The most important thing is that your guests have a great time and you get a few moments to stop and smile at what’s in front of you. Stay tuned for updates on what we have planned next :)

In the last couple of months, having traversed through different cities for large - scale event execution, there are a few things that I have picked up as key learnings as here - under. Executing large-scale stadium catering operations for music concerts and sports events (like IPL in Mumbai / Delhi, ISL, or major festivals e.g. Coldplay Concert in Ahmedabad) requires a finely tuned combination of team management, inter-departmental coordination, and rapid execution under high-pressure environments. Here’s a breakdown of the critical team management and coordination skills needed for successfully delivering these high-volume, high-stakes catering events : 1. Pre-Event Planning & Team Structuring - Workforce planning & forecasting based on event type, crowd size, zones, and VIP vs general areas - Develop an SOP playbook for all teams (F&B hygiene, queue management, escalation matrix) and ensure it's adoption to the tee 🔧 Skillset: Strategic planning, manpower mapping, delegation 2. Cross-Functional Coordination - Coordinating inventory & logistics with procurement and kitchen teams - Syncing with event production teams for live counters, power, water, storage, and layout 🔧 Skillset: Stakeholder management, communication, multi-party coordination 3. Real-Time Command & Control - On-ground command center setup (walkie-talkie grid, team leads, real- time reporting) - Handling live challenges in real time : stock-outs, food temperature, crowd surges, team swaps 🔧 Skillset: Agility, decision-making under pressure, crisis management 4. Team Motivation & Discipline - Quick conflict resolution and motivating teams to accept event vision (especially with temp/contract teams) - Managing long work hours, quick turnovers, and morale during multi-day events 🔧 Skillset: Emotional intelligence, leadership, empathy, people management 5. Technology Utilization - Central dashboard for real-time updates on sales, stock, and customer feedback - Digital checklist adoption for cleanliness, restocking, and compliance 🔧 Skillset: Tech adoption, training, analytical mindset 6. Post-Event Analysis & Reporting - Debriefing with team leads: what worked, bottlenecks, improvements - Generating performance dashboards (sales, wastage, satisfaction scores) 🔧 Skillset: Feedback culture, data-driven thinking, team review process Soft Skills that matter the most : - Calmness under pressure – the biggest superpower - Situational leadership – balancing empathy and authority - Proactive thinking – prevent problems before they erupt - Clarity in communication – especially with large temp teams (hired / outsourced) - Inclusiveness & diversity awareness – teams often include varied regional, gender, and age backgrounds Happy to discuss further for any key learnings by anyone else !

In Uganda, Nyege Nyege music festival generated $1.8M for local businesses in 2024: a blueprint for African sustainable cultural tourism Uganda’s iconic Nyege Nyege Festival began back in 2015. Then a grassroots electronic music event based in Kampala, it progressively evolved into a major music and arts gathering, bringing together thousands of partygoers each November in Jinja, right by the Nile River. According to the 2024 impact report published by the Ugandan Ministry of Tourism, Wildlife and Antiquities, the festival drew as many as 26,000 attendees over four days in 2024, 38% of whom were international visitors, generating a staggering $1.8 million USD for the local economy. Yet, over the course of its now decade-long existence, the festival has faced repeated attempts at moral or political suppression. In 2018, the Ethics Minister attempted a first ban over alleged “deviant immorality,” but with no success. More recently, in 2022 and 2023, similar pressure surfaced, but the event has consistently prevailed. How to explain such resilience in face of political backlash? (1) The tangible economic impact of the festival on the local economy. The government report estimates hotel occupancy jumped from 46% to 83%, roadside eateries saw a 460% sales increase, and local businesses doubled revenue (up 121%) during the festival. (2) The symbiotic relationship built between the festival and the local communities. The festival employs local vendors, works with Jinja-based cultural groups, commissions traditional music acts, and maintains ongoing artist residencies in the region. It also developed different ticketing tiers for locals (East African) and foreigners, thus encouraging local participation without sacrificing monetisation. (3) The festival’s programming strategy, which consistently features emergent East African artists affiliated with its labels, Nyege Nyege Tapes and Hakuna Kulala, alongside international acts curated in partnership with trend-setting platforms such as Boiler Room or FACT, has helped build the platform’s credibility on the global (niche) stage of electronic music festivals, growing a solid, diverse, and solvent audience capable of supporting the festival in the long run. This November 20–23, 2025, for its 10th anniversary, Nyege Nyege is leaving its Jinja HQ and relocating to Adrift Overland Camp, overlooking the mighty Kalagala Falls, to gather again for Ekigunda Ky´Omuliro. Time to grab your ticket and witness the Ugandan phenomenon! 📸 Credits Shrapnite Afropollination@Nyege Nyege Zora Snake Sarah Ndele Kinact *** Register to 💌Savannah Creative Digest: the newsletter that empowers African creative entrepreneurs.💡Business tips + 👀 Industry news + 🌶️ Hot opportunities. Every week. (Link in the first comment)

Olympic Countdown- 9 days out: What does it take to launch such a significant event? I’ve led teams to deliver two Olympic games, March Madness, Kindle Fire at Christmas, and many other big events with hard deadlines. In 9 days, the Paris Olympics will kick off. Over the next few days, I will share some of what it takes to prepare for such a significant event. All of these events must first drive focus across the company. While I have mainly driven the tech part, these launches require coordination with sales, marketing, customer relations, operations teams, and many other functions. No matter what area you are in, awareness of this process will serve you well. In terms of focus, having a fixed date should drive some of it. But that is just the start. After that, the related fixed dates should help you hone in. Prior to the event, there are reviews of designs and sign-offs with partners. These typically have deadlines well ahead of the actual event, and while they appear simple they often have hidden requirements. My first piece of advice is to suss out these unseen requirements by asking questions. Then, make them “visible” by adding and tracking them in the overall plan. These events are so complex that requirements can easily be missed. The second piece of advice is don’t limit yourself to your functional area. If you have a question about another area, ask it. One of the worst things that can happen during large-scale events is the late discovery of a critical requirement. It is better for you to ask a question and have the responsible team confirm the answer than to leave it up to chance. Once all fixed dates have been identified, backwards planning must be done and delivery dates must be agreed upon. I strongly advise including some slack in the plan wherever possible. Without any slack, a single missed date can cascade into missed dates across multiple areas. Adding the right amount of slack comes from experience: Too much and teams are not motivated; too little and teams end up working nights and weekends to catch up. All of this should start months in advance of any significant event. While I have seen a few rushed events, what is delivered is usually the bare minimum achievable. In order to provide customers with the best experience, you need to think through all of the opportunities and potential risks. What else do you consider when starting such an enormous delivery? 💡 Follow along for my countdown posts every day leading up to the launch of the Paris Olympics! I will share insights on launching large-scale events gathered over my 30+ year career delivering many large events. Disclaimer: These insights are from my career and represent my perspective, not that of any current or former employer.

The Future of Music Festivals: Powered by AI and XR Imagine attending a music festival where AI customizes your experience, from the perfect playlist during downtime to suggesting artists you’ll love based on real-time feedback. Or picture enjoying the same festival from the comfort of your home through XR technology, where you can “stand” in the crowd, feel the energy, and interact with other fans, all in a virtual space. This isn’t the distant future—it’s happening now. AI is powering smarter stage designs, optimizing soundscapes, and even creating holographic performances that bring legendary artists “back to life.” XR is breaking down physical barriers, allowing global audiences to experience the magic without traveling. Beyond the fan experience, these technologies are also reshaping sustainability efforts, from AI-driven waste management to energy-efficient lighting and sound systems. Music festivals have always been about connection, emotion, and energy. With AI and XR, they’re becoming more immersive, inclusive, and sustainable than ever before. Takeaways for Businesses 1. Personalized Customer Experiences: Leverage AI to customize your offerings, whether it’s products, services, or content. Tailoring experiences to customer preferences drives deeper engagement and loyalty. 2. Breaking Physical Barriers with Virtual Engagement: XR technology can help businesses expand their reach by creating immersive digital experiences, enabling participation from a global audience without physical constraints 3. Sustainability Through Smart Technology: Adopt AI and IoT tools to optimize resource management, reduce waste, and improve operational efficiency—building a greener, more sustainable business model. What’s one piece of tech you think could transform live entertainment next? Let me know if you’d like any further adjustments!

Last quarter I ran a hybrid workshop where our co-located team dominated the conversation and our remote colleagues went radio-silent. I realized my setup and approach (camera pointing in the room, no set meeting protocols) were effectively muting half the group. Studies show that without explicit turn-taking structures, remote participants speak up 30% less than in-room attendees. When you find yourself facilitating a hybrid meeting (of any length), consider these tips: ✅ Dual Facilitator Pairing: One in-room, one online. Each person watching for hand-raises and chat cues. ✅ Virtual First Round-Robin: Start each topic by asking a remote attendee for input first. ✅ Shared Digital Whiteboard: Everyone posts ideas in real time, no physical flipcharts. Give the virtual group the first chance to speak before going to the room. You’ll be surprised how quickly the energy shifts. What’s your hybrid meeting hack? Drop it below! 👇 #Facilitation #HybridWork #InclusiveMeetings #VirtualCollaboration #MeetingTips Sutey Coaching & Consulting ---------- 🎯 Want to elevate your hybrid meetings? Let's chat: https://lnkd.in/gGJjcffw