How to Plan for Festival Season: Staffing, Strategy & Engagement
Festival season isn’t just about music and art—it’s a golden opportunity for brands to create unforgettable moments. With the right staffing, strategy, and engagement plan, festivals become powerful platforms for audience connection, visibility, and consumer loyalty.
At Ashley Avery Agency, we help brands stand out in these high-energy environments by providing professional, experienced staff who understand how to make every second of an activation count.
Whether you’re planning an interactive booth, VIP lounge, product sampling campaign, or a full-scale branded experience—here’s how to get it right.
1. Start Early (Seriously)
Top-tier festivals like Coachella, SXSW, Rolling Loud, Essence Fest, and Lollapalooza attract tens of thousands of attendees—and top-tier talent gets booked quickly.
We recommend brands lock in staffing needs at least 6–8 weeks in advance to ensure availability of experienced, trained professionals who can truly represent your brand.
2. Know Your Environment
Festivals are fast-paced, loud, and visually crowded. Your staff needs to be adaptable, high-energy, and able to command attention while staying on-brand.
We match talent not just by look or availability, but by experience and vibe—so your team blends effortlessly into the environment while still standing out.
3. Prioritize the Experience
It’s not just about staffing a booth. It’s about creating a full sensory experience. That means hiring talent who can engage, educate, entertain, and amplify.
Whether it’s a product specialist, cocktail server, brand ambassador, or VIP hostess, our team is trained to elevate the guest journey.
4. Integrate Your Brand Voice into Every Touchpoint
From wardrobe and talking points to body language and guest interaction—consistency builds trust. We work with brands to script key messaging and train staff so they not only look the part, but speak and act in alignment with the brand story.
5. Be Prepared for the Unexpected
Outdoor venues, long hours, and large crowds come with variables. We always recommend scheduling backups, providing clear comms, and working with a team that thrives under pressure (that’s where we shine).
6. Post-Event Reporting & Feedback
Our work doesn’t stop when the music does. We provide post-event recaps and client feedback to help you assess what worked and what could be optimized for future activations.
Let’s Build Your Dream Festival Team
Whether your brand is debuting at its first festival or scaling a multi-city tour, Ashley Avery Agency is your one-stop shop for high-caliber event staffing solutions. From major festivals to boutique experiences, we’ve done it all—and we know how to make your activation unforgettable.
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