Festival Planning Guide and How to Write a Festival Business Plan in Asia

The very first festivals were music festivals, and they appeared in England. Over time, the popularity of organising festivals has gained momentum, and today our attention is given to a huge range of areas of festival activity.

About festivals


A festival is a large-scale entertainment event that shows off the achievements of music, theater, circus, cinema, sports and cultural achievements, and so much more. There are a variety of festival themes and ideas to use while planning exciting festivals.

What is expected at such events?


A festival is an event that usually takes place in a local community, and it centers on and celebrates some unique occasion. The concept of the festival is associated with a holiday, a gathering of a large number of people in one place who are united by common interests, hobbies, achievements, ideas, and aspirations. Festivals have a certain niche in society and have become an integral part of our modern lives. Keep this in mind while organising a festival.

Types of festivals


You may come across a variety of festivals: Renaissance festivals or large-scale rock concert festivals featuring multiple acts. Also, the most important religious festivals, such as Christmas, Rosh Hashanah, Diwali, Eid al-Fitr, and Eid al-Adha, serve to mark out the year in certain cultures. Others, such as harvest festivals, celebrate seasonal change. 

How to plan successful festivals in Asia step by step


The main task of the organizer will be to engage the whole team and create a positive atmosphere at the festival. It is important that no one misses the event and feels left out during the celebration. 


Decide on the budget


If you create a festival with specific start and end dates, you can set a total budget for the entire duration of the event. Use GEVME’s event marketing apps


Defining event objectives


There can be no event without first setting a goal. So, identify your event goals and objectives. The goal is very important because it defines the whole structure of the entire festival plan.


Decide the format and theme


Whether a minimal, modern theme or a classy festival, either unique or traditional, you should clearly define the theme of your event.



Of course, do not forget to make up a timeline of your festival plan. It will help you with meeting deadlines, planning releases, setting brief goals, and other timing and management issues. 


Find a venue


Use a spacious place. Make sure you have a list of requirements before you begin organising your event.


Organise the entrance


Be ready to connect people. You have a chance to connect and unite your attendees with each other at the entrance through a well-established check-in process. 


Think about security and risk management

Choose the right event management software to protect your data, and spend time searching for the right software. The best platforms allow you to collect valuable data for events and provide many analytical conclusions based on this data. 

Plan the entertainment


Need assistance planning a festival or social gathering? Apply for some help from a leading full-service event and party planning company.

Approach sponsors


Building business relationships at events is an integral part of the success of future events. Find business partners or sponsors through GEVME’s online messaging system with the convenient ways to have conversations.


Marketing and advertising


Include the marketing types you are going to apply in your event promotion in your plan. Also feel free to choose the marketing tools offered by GEVME and to use their tips to help your team with the metrics, reporting, or marketing surveys.


Identify and hire other vendors


Spend some time choosing companies, human resources, and vendors, and hire the best quality services for your festival. 


Final preparations


Assume all possible problem points and make a list of solutions for the force majeure situations in advance. The final stage is connected with contractors and partners as well as the consolidation of all reports and estimates. 


Things to do after an event


Don’t leave your guests high and dry; give the people what they want. There are a couple of things you can do after your festival is over: 


  • Send a morning-after email 
  • Send thank you letters 
  • Show your attendees and vendors your gratitude with more than just an email
  • Keep the momentum going for promotion 
  • Evaluate and reflect on your event’s success
  • Strike while the iron is hot to retain useful contacts for the next event
  • Use a festival planning guide to make changes and avoid mistakes at your next event


Festival planning checklist


Festival planners should come up with fresh ideas and think outside of the box while making up detailed planning checklists. To set yourself up for success while planning a festival checklist, include the items that are not very different from other event organisation channels.

  • Set specific event goals to help direct your event strategy.
  • Find the best event technology provider that helps you better organise, manage, market, and measure your events and provides all the necessary tools for accomplishing that.
  • Promote your event brand and use it to drive awareness.
  • Leverage partners, sponsors, and other participants to help produce and promote your event.
  • Review data from your event to make it even better the next time.
  • Brainstorm and provide event ideas that will inspire the attendees.

Best practices for festival planning & organising


  1. Invite celebs to host a festival.
  2. Make extravagant decorations like statutes supported with interspersed orchids, lilies, and ferns, etc. It all depends on the theme.
  3. Invite famous hosts to open your festival. 
  4. Create a brand wall or use a social wall to welcome the guests. Make them branded. The constructions, photo zones, and booths, along with the entrance, may serve as a decoration, a press wall, social wall, and unique background for photos of guests.
  5. Choose reliable software for event management, sell tickets and invite people, announce the winners, and analyse the event’s success.

Information support is a very important component of festival activities. The media will help not only to organise a festival but to announce the upcoming event while also telling about the events at the festival to a wider audience, sponsors, and potential partners.


How to write a festival business plan step by step


Now let’s see how to plan a festival step by step and how to succeed with any event organization, starting with target audience and budget and up to the timeline writing and more.


Executive summary

This is an overview. Think of the executive summary as an advance organiser for the reader. Its purpose is to summarize the key points of a document for its readers, saving them time and preparing them for the upcoming content. 

Background and history

Events of historical significance, such as festivals in honour of religious or historical victories, should be described and explained as events ordinarily celebrated by a community and centering on some characteristic aspect of that community and its religion or cultures.

Event overview

If your festival is divided into three segments, each with its own stand-alone pass, etc., it should be overviewed and accommodated according to the demands of the guests.

Event requirements

A planning process that includes festival and event resources and other requirements needed for the delivery of a safe and successful festival or event should also be considered.

Marketing plan

A great event marketing strategy is at the heart of every successful (and sold-out) event. The marketing plan lays out all the key ingredients to a winning festival campaign.

Budget breakdown

To figure out what the average music festival costs, you’re going to need a festival budget breakdown to include into your festival business plan.


Include all the supplementary materials, which usually appear at the end of any plan, or your proposal that is used to develop the work and present it to the sponsors in a clear way.

Tips for writing a compelling festival business plan

Now let’s see how to create a business plan for a festival step by step:


  • There are more and more festivals popping up each year, and in order to really stand out, you need to be clear on what sets you apart.
  • Clearly differentiate yourself.
  • Show your festival’s market opportunities for partners. 
  • Showcase your team’s talent.


Don’t forget to include the facts and figures in your plan to impress the decision makers and your sponsors to achieve great results.

Call to action 

If you don’t know what to do with festivals, you can always feel free to contact us at any time for assistance.


We can confidently say that festival event planning in any corner of the world is a real art. We provide the best assistance for organising events on our event technology platform. There are so many useful formats, venues, themes, and ideas for a festival. Feel free to use them in your practice to achieve success.

Contact us any time you need help. We welcome your comments below. is the leading event technology provider offering automated solutions for the MICE industry, Corporations, Government, and Education sectors. If you're up for event management automation, contact us and we'll amp up your event.

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