Building Your Festival Program

The festival program is where everything comes together - artists, stages, and time slots combine to create your festival schedule. This guide will help you build a great program efficiently.

What Is the Program?

The program (also called the schedule) is the complete timetable of performances at your festival. It shows:

Which artist or activity is scheduled where
What time each performance starts and ends
The schedule across all your stages
The full festival timeline

The program is event-specific. Each event has its own unique program, allowing you to create different schedules for different years.

Before You Start

Before building your program, make sure you have:

✅ Created an event with start and end dates ✅ Created stages for your event ✅ Added artists or activities to the event (optional - you can create performances with just a name/description)

While you can create performances without artists or activities, having them added to your event makes scheduling easier. You can always add them to performances later. Learn about artists and activities.

Accessing the Program Builder

Navigate to Your Event

Go to Events and select the event you want to work on (make it active if needed).

Open Event Details

Click on the event to view its details page.

Go to Program

Click Program or View Program to open the program builder.

You can also access it directly from the sidebar if your event is active.

Understanding the Program Grid

The program builder uses a visual grid layout:

Grid Layout

Columns: Each column represents one stage
Rows: Time slots from morning to night
Cells: Individual time/stage combinations where performances can be scheduled
Days: Multi-day festivals show tabs for each day

Time Display

Shows times in the timezone you set for the event
Time slots typically display in 15-minute or 30-minute increments
Scroll vertically to see different times of day
Scroll horizontally to see all stages (if you have many)

Adding Your First Performance

Select Day

If your festival runs multiple days, select the day tab at the top.

Click Add Performance

Click the Add Performance button (usually a ”+” icon) in the stage/time slot where you want to schedule.

Fill in Performance Details

Complete the performance form:

Name (optional)

Give the performance a custom name (e.g., “Opening Ceremony”, “DJ Set”, “Workshop”)
Useful for special events or when not using an artist/activity
If not provided, the performance will display artist/activity names instead

Description (optional)

Add a detailed description of the performance
Great for providing context or additional information
Can be used alongside or instead of artist/activity information

Artists (optional)

Select from artists you’ve added to this event
Start typing to search for an artist
You can select multiple artists for collaborative performances
At least one of: artists, name, or description must be provided

Stage (required)

Select the stage for this performance
Pre-filled if you clicked in a specific stage column

Start Time (required)

When the performance begins
Use the time picker to set hours and minutes
Times display in your event’s timezone

End Time (required)

When the performance ends
Must be after the start time
Consider setup and breakdown time

Create Performance

Click Add Performance or Save to schedule the performance.

The performance now appears in your program grid!

Start with your headliner acts or most important performances first, then fill in the rest of the schedule around them.

Managing Performances

Viewing Performance Details

Click on any performance in the grid to view:

Performance name (if set) or artist names
Stage location
Start and end times
Performance duration (calculated automatically)
Description (if provided)

Editing a Performance

To change performance details:

Click the Performance

Click on the performance block in the program grid.

Click EditLook for an Edit button or icon.

Update Details

Modify any field: - Name (change the performance name) - Description (update the performance description) - Artists (add, remove, or change artists) - Stage (move to a different stage) - Start time (change when it begins) - End time (adjust duration)

Save Changes

Click Save or Update Performance to apply changes.

Deleting a Performance

To remove a performance from the schedule:

Click on the performance in the grid
Click Delete or the trash icon
Confirm you want to remove it
The time slot becomes available again

Deleting a performance doesn’t remove the artist from your event or festival. It only removes that specific scheduled performance.

Drag and Drop Scheduling

The program builder supports drag and drop for quick rescheduling:

Moving Performances

Click and hold on a performance block
Drag to a new time slot or stage
Release to drop it in the new location
The performance updates automatically

Drag and drop is the fastest way to rearrange your schedule once you have performances added. Use it to optimize your program flow.

What You Can Do

Move to a different time on the same stage
Move to a different stage at the same time
Move to a different day (multi-day festivals)
Swap performances by dragging one over another

Limitations

Performances must fit in valid time slots
You can’t create overlapping performances on the same stage
Times must be within your event’s date range

Program Building Strategies

Start with Structure

Block out major acts first:

Schedule your headliners and main acts
Identify prime time slots (evening performances)
Leave buffer time between major acts

Consider festival flow:

How will attendees move between stages?
Are similar genres grouped or spread out?
Do you want options or a clear “main event” path?

Fill in the Gaps

Add supporting acts:

Fill afternoon slots with emerging artists
Schedule workshops and intimate performances
Use quieter stages for specialized content

Balance the schedule:

Don’t have all popular acts at the same time
Give each stage variety throughout the day
Consider energy levels (upbeat vs. mellow)

Optimize for Attendees

Think about the experience:

Allow travel time between stages
Don’t overlap must-see acts
Schedule meals and breaks strategically
Mix genres and styles for variety

Multi-Day Festivals

For festivals spanning multiple days:

Day Selection

Click day tabs at the top of the program grid
Each day has its own complete schedule
Days correspond to your event’s start and end dates

Planning Across Days

Consider the full arc:

Build momentum toward main event days
Start slower, build to peak, gentle close
Repeat popular artists across days if desired

Manage artist logistics:

Note which artists perform multiple days
Consider artist travel and accommodation
Schedule sound checks and artist needs

Common Time Patterns

Performance Lengths

Typical performance durations:

Main stage headliners: 60-90 minutes
Featured acts: 45-60 minutes
Supporting acts: 30-45 minutes
Workshops: 60-90 minutes
Short sets: 20-30 minutes

Always include setup and breakdown time in your end time. If an artist performs for 60 minutes, schedule 75 minutes total to allow for transitions.

Daily Schedule Example

A typical festival day might look like:

12:00 PM: Gates open, early afternoon acts
2:00 PM: Afternoon programming begins
4:00 PM: Pre-dinner time, building energy
6:00 PM: Dinner break (lighter programming)
7:30 PM: Evening sets begin
9:00 PM: Headliner or main event
11:00 PM: Festival closes (or late-night programming)

Resolving Scheduling Conflicts

Common Conflicts

Artist double-booking:

Same artist scheduled twice at the same time
Solution: Check your schedule carefully and use calendar views

Overlapping performances:

Two performances on the same stage with overlapping times
Solution: Adjust start/end times or move one performance

Unrealistic transitions:

Not enough time between performances
Solution: Add buffer time between sets

Checking Your Work

Before finalizing:

✅ Review each day completely
✅ Verify all times are logical and realistic
✅ Check for artist double-bookings
✅ Ensure adequate setup/breakdown time
✅ Consider attendee experience
✅ Get feedback from your team

Best Practices

Plan Ahead

Start early:

Begin scheduling as soon as you have confirmed artists
Rough drafts months in advance are fine
Refine as you get closer to the festival

Be flexible:

Leave room for changes
Don’t publish until you’re confident
Keep buffers in case artists run late

Communicate Clearly

With your team:

Share draft schedules early
Get input from stage managers
Coordinate with technical crew

With artists:

Confirm performance times well in advance
Send reminders as the festival approaches
Provide arrival and sound check times

Use Color and Visual Cues

The program grid uses colors to help you:

Distinguish different stages
See performance lengths at a glance
Identify gaps in your schedule
Spot potential conflicts

Once your program is complete:

View Options

Grid view: See all stages and times at once
List view: Chronological list of performances
By stage: See one stage’s complete schedule

Share the program URL with team members
Team members with access can view (and edit if they have permissions)
Export for print programs (future feature)

API Access

Your program is automatically available via API
Mobile apps can display your schedule
Website integrations can show real-time program

Learn more about API access →

Common Questions

Can I schedule the same artist multiple times?

Yes! The same artist can have multiple performances across different times, days, or stages. This is common for popular acts or workshops.

What if an artist cancels?

Simply delete that performance from your program. The slot becomes available, and you can schedule a replacement artist if needed.

Can I copy last year’s schedule?

Not directly through the interface. You’ll need to rebuild the schedule for each event. However, you can reference past events while building new programs.

How do I handle weather contingencies?

You can edit performances in real-time if weather forces changes. Update the program as needed, and changes reflect immediately for anyone viewing it.

Can attendees see my program?

If you share it via API or export it, yes. Otherwise, the program is only visible to users with access to your festival in Stagecraft.

Troubleshooting

Can’t add performances

If you’re unable to add performances:

Verify you have Editor or Admin role
Ensure stages are created (required)
Provide at least one of: artists, name, or description
Confirm your subscription is active
Try refreshing the page

Performance not showing in grid

If a scheduled performance isn’t appearing:

Check you’re viewing the correct day
Verify the time falls within visible hours (scroll to see earlier/later times)
Ensure the stage column is visible (scroll horizontally)
Refresh the page

Drag and drop not working

If you can’t drag performances:

Check your browser compatibility (use modern browser)
Verify you have edit permissions
Try using the edit dialog instead
Refresh the page and try again

Times appear incorrect

If times look wrong:

Verify your event’s timezone setting
Check your computer’s timezone
Confirm you entered times correctly (AM vs. PM)
Review start and end time relationship

What’s Next?

Now that your program is built:

Manage your subscription →
Generate API keys → to share your program with mobile apps
Invite team members → to help manage the schedule