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FestivalsFestivals

Managing Festivals

Your festival is the top-level organization in Stagecraft. It contains all your events, artists, stages, and programs. This guide covers everything you need to know about managing your festival.

What Is a Festival?

In Stagecraft, a festival represents your organization or event series. For example:

  • “Yackandandah Folk Festival”
  • “Blue Mountains Music Festival”
  • “Port Fairy Folk Festival”

Each festival can have multiple events (usually one per year), and each event has its own artists, stages, and program schedule.

Creating Your Festival

Your festival is created automatically when you first sign up. During the onboarding process, you’ll provide:

  • Festival Name (required) - The full, official name of your festival
  • Description (optional) - A brief description of what makes your festival special

You can only create one festival per account. This keeps things simple and ensures all your festival data stays organized in one place.

Viewing Festival Details

To view your festival information:

  1. Log in to Stagecraft
  2. You’ll automatically be taken to your festival dashboard
  3. The dashboard shows:
    • Festival name and description
    • Your role (Admin, Editor, or Viewer)
    • When the festival was created
    • Festival slug (used in URLs)

Festival Slug

When you create a festival, the system automatically generates a slug from your festival name. A slug is a URL-friendly version of your name:

  • Festival Name: “Yackandandah Folk Festival”
  • Slug: yackandandah-folk-festival

The slug is used in your festival’s URLs and cannot be changed after creation. It’s automatically generated to:

  • Use only lowercase letters, numbers, and hyphens
  • Remove special characters
  • Be unique across all festivals

Understanding Festival Roles

Every user connected to your festival has one of three roles:

Admin

Full control over everything:

  • Create and manage events, artists, stages, and programs
  • Invite and remove team members
  • Manage subscription and billing
  • Generate and manage API keys
  • Access all settings

The person who creates the festival is automatically assigned as an Admin.

Editor

Can manage content but not settings:

  • Create and manage events, artists, stages, and programs
  • Edit festival details
  • Cannot invite users, manage billing, or access API keys

Viewer

Read-only access:

  • View all festival information
  • Cannot make any changes
  • Useful for stakeholders who need visibility but not editing rights

Editing Festival Details

Admins and editors can update the festival name and description directly from the festival dashboard.

Log in to Stagecraft and navigate to your festival dashboard. You’ll see your festival name and description displayed at the top of the page.

Click Edit

If you’re an admin or editor, you’ll see an Edit button next to your role badge. Click this button to open the edit dialog.

Update Details

In the edit dialog, you can update:

  • Festival Name (required) - Change the display name of your festival
  • Description (optional) - Update or add a description for your festival

Make your changes and click Save Changes to update the festival details.

Only admins and editors can edit festival details. Viewers have read-only access and won’t see the Edit button.

The festival slug cannot be changed after creation. It’s automatically generated from the festival name and used in URLs. If you need to change the slug, you’ll need to create a new festival.

Festival Dashboard

The festival dashboard is your home base. It displays:

Active Event Overview

If you have an active event, you’ll see:

  • Event year and dates
  • Number of artists
  • Number of stages
  • Number of performances
  • Whether the program is complete
  • Quick link to view the full event

The sidebar provides quick access to:

  • Dashboard - Festival overview
  • Events - Manage festival years
  • Artists - Festival-wide artist roster
  • Users - Team management (Admin only)
  • Settings - Subscription, API keys (Admin only)

Quick Stats

Visual cards showing:

  • Total number of artists across all events
  • Number of stages in the active event
  • Number of scheduled performances
  • Program completion status

Working with Events

Events are the heart of your festival organization. Each event represents a specific year or instance of your festival.

From your festival dashboard, you can:

  • View your active event’s statistics
  • Access the Events page to see all events
  • Create new events for upcoming years
  • Manage past events

Learn more about Events →

Managing Your Team

Admins can invite team members to help manage the festival:

  1. Different users can have different permission levels
  2. Each user logs in with their own credentials
  3. Changes are tracked by user for accountability
  4. Users can be removed at any time

Learn how to invite users →

Subscription & Access

Each festival includes:

  • 14-day free trial with full access to all features
  • No credit card required to start
  • Annual subscription option to continue after trial
  • Access to all features during active subscription

Your trial status applies to the entire festival. All team members share the same subscription status.

Learn more about Subscriptions →

API Access

Admins can generate API keys to share festival data with:

  • Mobile apps
  • Festival websites
  • Third-party services
  • Custom integrations

API keys are festival-specific and provide read-only access to your active event’s data.

Learn more about API Keys →

Best Practices

Keep Your Festival Organized

  • Use clear, descriptive names for your festival
  • Write a helpful description so team members understand the festival’s focus
  • Keep your active event up to date

Manage Your Team Wisely

  • Only give Admin access to people who need it
  • Use Editor role for content managers
  • Use Viewer role for stakeholders who need visibility

Plan Ahead

  • Create next year’s event early to start planning
  • Archive or deactivate old events when they’re complete
  • Keep historical data for reference

Common Questions

Can I rename my festival?

Currently, festival names can only be changed through database updates. A future update will add this capability to the admin interface.

Can I transfer ownership of a festival?

Festival ownership transfer is not currently available through the interface. Contact support if you need to transfer ownership.

What happens if I delete my festival?

Currently, festivals cannot be deleted through the interface. This prevents accidental data loss. Contact support if you need to delete a festival.

Can I have multiple festivals?

Each account is limited to one festival to keep things simple and focused. If you need to manage multiple separate festivals, you’ll need separate accounts.

What if my team member leaves?

Admins can remove users at any time. The user will lose access immediately, but any changes they made will remain in the system with their name attached for record-keeping.

Troubleshooting

Can’t see my festival

If you don’t see your festival after logging in:

  1. Make sure you’re logged in with the correct email address
  2. Check if you were invited to a festival (you should have received an email)
  3. If you just created an account, make sure you completed the festival creation process

Dashboard looks empty

If your festival dashboard shows no data:

  1. Make sure you’ve created an event
  2. Add some artists and stages
  3. The dashboard populates automatically as you add content

Permission denied errors

If you see “Permission Denied” when trying to do something:

  1. Check your role in the festival (shown at the top of the dashboard)
  2. Viewers cannot make changes - contact an Admin if you need elevated permissions
  3. Editors cannot access billing or invite users - contact an Admin for these tasks

What’s Next?

Now that you understand festivals, learn about:

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