Managing Stages

Stages are the physical performance venues at your festival. Whether you have one main stage or multiple performance areas, Stagecraft makes it easy to organize and manage them. This guide covers everything about working with stages.

What Is a Stage?

A stage is any performance venue at your festival. This can include:

• Main stages
• Side stages
• Acoustic tents
• Workshop spaces
• Jam sessions areas
• Kids’ areas
• Any location where performances happen

Each stage has a name, optional description, and can have multiple performances scheduled on it.

Creating Your First Stage

Viewing Your Stages

The Stages section shows all stages for the current event:

• Stage name displayed prominently
• Description (if provided)
• Capacity (if specified)
• Edit and Delete buttons for management
• Number of scheduled performances (once you build your program)

Planning Your Stage Setup

Single Stage Festivals

If your festival has just one performance area:

1. Create a single stage (e.g., “Main Stage”)
2. All performances will be scheduled on this stage
3. The program will show a simple chronological list

Multiple Stage Festivals

For festivals with several performance areas:

1. Create a stage for each venue
2. Name them clearly to avoid confusion
3. Consider naming conventions:
   • By location: “North Stage”, “South Stage”
   • By size: “Main Stage”, “Side Stage”
   • By purpose: “Acoustic Stage”, “Workshop Tent”
   • By sponsor: “Heritage Stage” (if applicable)

Editing Stage Information

To update a stage’s details:

Organizing Multiple Stages

Stage Order Matters

The order of stages in your list affects how they appear in the program builder:

• Stages typically display from left to right in the program grid
• Consider putting your main stage first
• Arrange smaller stages in a logical order

Naming Conventions

Choose a naming system that works for your festival:

Option 1: Numbered Stages

• Stage 1, Stage 2, Stage 3
• Simple and clear
• Works well for larger festivals

Option 2: Descriptive Names

• Main Stage, Acoustic Stage, Workshop Tent
• Helps attendees understand the vibe
• Better for smaller, intimate festivals

Option 3: Sponsored Names

• Heritage Bank Stage, Local Radio Stage
• Recognizes sponsors
• May change year to year

Stage Capacity

Including capacity information helps with:

• Venue planning and logistics
• Safety compliance
• Performance scheduling (matching artist popularity to stage size)
• Staff allocation

How to Determine Capacity

Consider:

• Physical space: How many people can physically fit?
• Safety limits: What do local regulations allow?
• Comfort: What provides a good experience (not overpacked)?
• Type of seating: Standing room holds more than seated

Capacity Examples

• Large outdoor main stage: 2000+
• Medium covered stage: 300-800
• Small intimate stage: 50-200
• Workshop space: 30-100
• Open lawn area: Could be “unlimited” or based on safety limits

Deleting Stages

To remove a stage you no longer need:

Using Stages in Program Building

Once your stages are created, you’ll use them in the program builder:

1. The program builder displays your stages as columns
2. Each column represents one stage’s schedule
3. You add performances by selecting the stage and time
4. Performances can be moved between stages by dragging

Learn more about building programs →

Best Practices

Plan Before Creating

Map your venue:

• Know exactly how many performance areas you have
• Understand the layout and how attendees will move between stages
• Consider sight lines and sound bleed

Think about logistics:

• Where will artists load in/out?
• Is there power and equipment at each stage?
• How far apart are stages?
• Do you have enough staff for all stages?

Keep It Simple

Don’t over-complicate:

• Only create stages you’ll actually use
• Combine similar small areas into one stage if appropriate
• Remember: more stages = more complex scheduling

Start small:

• Begin with your essential stages
• Add more if needed as your program develops
• You can always add stages later

Communicate Clearly

Make it easy for attendees:

• Use names that make sense to first-time visitors
• Include location details in descriptions
• Consider signage and how stage names will appear on maps

Keep your team informed:

• Share stage names and descriptions with all staff
• Make sure everyone uses the same names consistently
• Update printed materials if stage names change

Common Scenarios

Festival Grows or Shrinks

Adding stages:

• Add new stages at any time during planning
• Existing schedules on other stages aren’t affected
• New stage appears in the program builder immediately

Removing stages:

• Delete unused stages before building your program
• If a stage has performances, reschedule them first
• Plan venue changes well in advance

Shared Spaces

If a single physical space serves multiple purposes:

Option 1: One stage with varied programming

• Create one stage (e.g., “Community Tent”)
• Schedule different types of performances at different times

Option 2: Multiple “virtual” stages

• Create separate stages for each use (e.g., “Workshops”, “Kids Activities”)
• Makes the program clearer for attendees looking for specific content

Weather Contingencies

For outdoor festivals with weather backup plans:

During planning:

• Create stages for your ideal scenario
• Document backup plans in stage descriptions
• Consider what happens if you move indoors

If plans change:

• Edit stage names/descriptions to reflect new locations
• Update your team on changes
• Communicate clearly with attendees

Common Questions

How many stages should I create?

Create one stage for each distinct performance area at your venue. If you have three performance areas, create three stages. Don’t create more stages than you actually have.

Can I use the same stage name in different events?

Yes! Each event has its own stages. You can have “Main Stage” in your 2024 event and also “Main Stage” in your 2025 event. They’re completely independent.

What if my stages don’t have official names?

Make up clear, descriptive names. “Stage 1”, “Stage 2”, etc. works fine. Just be consistent.

Can I reorder stages after creating them?

Not directly in the current interface. Stages display in the order they were created (or alphabetically). If order is critical, consider naming with numbers (Stage 1, Stage 2) or letters (Stage A, Stage B).

Should I include non-performance spaces?

Only if you’ll be scheduling activities there. Don’t create stages for merchant areas, food courts, or other non-performance spaces.

Troubleshooting

Can’t create a stage

If you’re unable to create a stage:

• Verify you have Editor or Admin role
• Check that you’re in an event (not the festival-level view)
• Ensure the event is created and accessible
• Make sure your subscription is active

Stage not appearing in program builder

If a stage doesn’t show in the program builder:

• Verify the stage was created successfully (check Stages section)
• Ensure you’re viewing the correct event
• Try refreshing the page
• Check if you accidentally deleted the stage

Can’t delete a stage

If you can’t delete a stage:

• Check if it has scheduled performances (must be removed first)
• Verify you have Editor or Admin permissions
• Make sure another user isn’t currently editing the same stage

Changes not saving

If stage edits aren’t saving:

• Check your internet connection
• Verify you clicked Save
• Try refreshing the page and editing again
• Ensure no one else is editing the same stage simultaneously

What’s Next?

Now that your stages are set up:

• Add artists to your event →
• Build your program schedule →
• Learn about events →