Festival management software
Run your entire festivalOne platform.
Plan, sell, operate and report on your festival from one connected system — ticketing, budgets, artists, vendors, staff, marketing and live reporting in one dashboard. Built for organisers who run the show, not spreadsheets.
Sound familiar?
Festivals don't fail on show day.
They fail in the spreadsheets.
Twelve tabs, five WhatsApp groups, one shared drive nobody can find anything in. You've run a show like this. So have we.
“Your ticket numbers live in one tab, your budget in another, and neither has been updated since Tuesday.”
One workspace where tickets, money and tasks update each other automatically.
“Your stage manager is texting you, your finance lead is emailing you, and the answer to both is in a spreadsheet only you can open.”
Every crew member gets their own login and sees exactly what they need — nothing more.
“A vendor deposit clears, and you find out three weeks later that it blew the production budget.”
Deposits and balances tracked per vendor, with the budget recalculating the moment money moves.
About Festival Copilot
A complete operating system for event organisers
Festival Copilot replaces the tangle of spreadsheets, WhatsApp groups and shared drives with one purpose-built platform. Every event gets its own project workspace — tickets, budgets, vendors, staff and marketing all live in one place, and nothing ever mixes between events.
One workspace per event
Each festival is a locked project with clean data separation. Last year's numbers never contaminate this year's show.
Built by event people
Designed around how festivals actually run — ticket phases, vendor deposits, crew roles and close-out reports, not generic project boards.
AI where it counts
AI reads your ticketing dashboards, marketing analytics and receipts so your team stops typing numbers and starts making decisions.
Built for how a festival actually runs — before, during and after the show.
Connected modules
Dashboard per event
Free trial, no card
Spreadsheets required
Built for
Inside the platform
This is what running the show looks like.
Not a stock photo of a laptop — the actual views your team lives in from on-sale to close-out.
Know your sales at 2am.
Screenshot any ticketing dashboard — Howler, Quicket, Eventbrite — and the Ticketing AI Scanner pulls sales, revenue, refunds and check-ins straight into your command centre. Phases, sell-through and projections update themselves.
Catch blowouts before they clear.
Every deposit and balance is tracked per vendor, and the budget recalculates the moment money moves. Break-even and budget-vs-actual are live — so you see the warning before the transfer goes out, not three weeks after.
From analytics to artwork, in one tab.
AI reads your channel performance so nobody retypes reach numbers, ties clicks to ticket sales, and the Artwork Studio generates on-brand poster variants for your next ticket-phase drop.
Close out with a sponsor-ready report.
When the gates shut, the same live data becomes a board-ready P&L — revenue, spend, profit and per-category breakdowns — exported to PDF in a click. No week of reconciling spreadsheets.
Features
Everything the show runs on.
From the first budget line to the final close-out report — the whole lifecycle, one platform.
Ticketing AI Scanner
Screenshot any ticketing dashboard. Thirty seconds later it's structured data in your command centre — no integration, no typing.
24 318
R 1 284 560
8 412
97
0.4%
R52k fees
your screenshot, exactly as it looks
→ saves ~4 hrs/week of retyping numbers
- Live countdown to doors
- Profit/loss in real time
- Task progress at a glance
Command Centre
A live overview of every metric that matters — countdown to doors, revenue, expenses, profit/loss and task progress, updating in real time on one screen.
→ one screen replaces six tabs
- Locked to your brand colours
- Poster, story & banner sizes
- Permanent artwork library
Creative Studio
An AI artwork generator that knows your event's branding. Artist announcements, posters and social content in seconds — saved to a permanent library.
→ on-brand poster in 40 seconds
Event Projects
Each festival gets its own locked workspace with clean data separation. Switch between events without ever mixing budgets, vendors or reports.
→ zero data bleed between events
AI Marketing Scanner
Upload social media analytics screenshots — AI extracts reach, impressions, engagement and ad spend, then updates your marketing dashboard for you.
→ no more retyping reach numbers
Vendors & Payments
Track every vendor, quote, payment and outstanding balance. Always know exactly who has been paid and who is still waiting.
→ never miss a balance due
Staff Management
Create staff logins with role-based permissions. Your bar manager sees bar operations; your finance lead sees the money.
→ onboard crew in minutes
Budget & Expenses
Set your budget once, then watch live tracking against actuals. Every expense is captured the moment it happens — not weeks later.
→ catch blowouts before they clear
Event Close-Out
An "End Event" flow verifies every piece of data is captured — tickets, expenses, vendor payments — then generates a final report archive.
→ final report within 24 hrs
One command centre, every kind of show
A season on the platform
From first budget line to final report.
9 months out
The budget is born
Last year's close-out becomes this year's starting budget in one click. Vendor quotes land against real lines, not guesses.
6 months out
On-sale day
Early Bird sells through by lunch. The scanner reads the ticketing dashboard while you watch the graph climb.
3 months out
The push
Marketing scans show TikTok converting twice as hard as Instagram. Budget shifts the same afternoon — logged, visible, done.
Show day, 2 PM
Doors soon
Gate crew sees check-ins. Bar manager sees floats. You see everything — from a phone, at the main stage barrier.
Show day, 11 PM
The closing set
A vendor wants their balance before load-out. You check it against the ledger and approve it before the encore ends.
The Monday after
Close-out
Every ticket, expense and payment verified. The final P&L goes to partners before they even ask for it.
Benefits
Less admin. More show.
Festival Copilot isn't another tool to manage — it's the tool that manages everything else.
approved side-stage
reconciled in real time
scanned mid-set
closed out by MondayStop doing spreadsheet admin
No more copying numbers between spreadsheets, ticketing dashboards and group chats. Festival Copilot keeps everything current automatically.
Every cent is accounted for
Every expense and invoice is logged against your event the moment it happens. Outstanding vendor balances are always visible — nothing slips through.
Know where you stand mid-show
See exactly where the event sits financially while it's happening — not three weeks later when the accountant reconciles the chaos.
One source of truth for everyone
Production, finance, marketing and bar staff all look at the same live data. No more "which spreadsheet is right?" — there's only one.
AI types. You decide.
Screenshots of ticket dashboards and ad analytics become structured data automatically. Your judgment stays human; the typing doesn't.
The average organiser gets back 3 full weeks a season.
Field notes
Where the platform actually lives.
During the show — production office
Approve a budget line from the desk. The P&L recalculates the moment the payment is logged.
Doors open — front of house
Scan your ticketing dashboard mid-set and sales, refunds and check-ins land in the command centre.
After close — event wrap
Run the close-out flow: every vendor balance verified, final reports generated for the archive.
Mobile
Run it from the grounds.
The same command centre, rebuilt for the phone in your pocket — because on show day, you're not at a desk.
Approve payments on the spot
A vendor needs sign-off at the loading dock? Approve it from your phone and finance sees it instantly.
Check ticket sales live
Watch sales and check-ins move in real time while you walk the grounds — no laptop, no radio calls to the box office.
Assign tasks from anywhere
Spot a problem at the main stage? Assign it to the right crew member before you've left the barrier.
Payment approved
SoundHire Co. — $18,400 balance
Reporting
Reports your accountant will actually thank you for
Every number Festival Copilot tracks during your event rolls up into clean, exportable reporting — from a quick glance to a full audit trail.
Skyline Festival — Financial Report
Revenue vs expenses · 10 weeks to show day
Tickets · 58%
Bar · 22%
Sponsors · 12%
Other · 8%
Final revenue
$1.28M
Final expenses
$972K
Net profit
+$312K
One-click PDF export
Send investors, partners and sponsors a polished PDF report the morning after the show.
Summary & detailed reports
A one-page executive summary for stakeholders, and a full detailed report per event for your own records — generated automatically from live data.
Profit/loss breakdowns
Revenue and expenses split by category — tickets, bar, vendors, production, marketing — so you know exactly where the money went.
Marketing performance
Reach, impressions, engagement and ad spend across every channel, tied back to ticket sales so you can see what actually converted.
Vendor payment status
Every quote, invoice and payment in one ledger — with outstanding balances flagged before they become awkward phone calls.
Attendance analytics
Check-in curves, gate throughput and no-show rates, so next year's staffing and layout decisions are based on data.
PDF · Skyline FestivalProfit & Loss
Final · audited trail
PDF · Skyline FestivalMarketing Performance
Channel ROI · conversions
PDF · Skyline FestivalAttendance Analytics
Check-in curves · gates
“We sent the sponsor report before they asked for it.”— festival director, second season on the platform
tracked through the platform — every cent of it visible to the people who run the show.
Why teams trust it
We'd rather show you how we operate than quote ourselves.
No paid testimonials, no stock-photo faces. Just the commitments we hold ourselves to — each one backed by how the product actually works.
You own your data
Export everything to CSV or PDF, or delete it entirely, at any time. Your numbers are never sold and never shared between customers.
No lock-in
Cancel whenever you like and keep your exports. You pay for the events you're actively running — nothing in your off-season.
Private by design
Each workspace is isolated from every other, files are served through short-lived signed links, and access follows least-privilege by role.
Built by organisers
This wasn't dreamed up in a boardroom. It was shaped by real load-ins, sound checks and 2am close-outs — and it keeps changing as organisers ask.
Switching is easy
Live in an afternoon. Really.
Scan your existing sheets
Upload the budget and ticket spreadsheets you already have. The AI maps them into the right places — most teams migrate a live event in an afternoon.
Invite the crew
Everyone gets a login scoped to their lane. Nobody learns a whole platform; they learn their one screen.
Run the show
From that moment there's one version of the numbers. The spreadsheets can retire with honour.
Pricing
Start free. Scale when the show does.
No long contracts and no per-ticket fees — you pay for the events you're actively running, nothing more.
Starter
Try it on one show
For your first event — see how the platform fits before you commit.
- 1 event workspace
- Command Centre overview
- Budget & expense tracking
- Up to 3 staff logins
- Summary reports
Pro
Serious about the numbers
Founding member price — locked in for as long as you stay
The full command centre for festivals that are serious about their numbers.
- Unlimited event workspaces
- AI Ticket & Marketing Scanners
- Creative Studio + artwork library
- Unlimited staff with role-based access
- Vendor & payment tracking
- Full reports with PDF export
- Event Close-Out flow
14-day free trial — no card required
Enterprise
Many events, one system
For promoters and groups running multiple festivals a year.
- Everything in Pro
- Multi-event portfolio view
- Priority support & onboarding
- Custom roles and permissions
- Dedicated account manager
The spreadsheet stack
$0 + ~90 hrs/season
and the numbers still don't agree
Generic PM tool
$96+/mo for the team
still nothing knows what a ticket phase is
Festival Copilot
$149/mo per active event
built for exactly this job
What are the spreadsheets costing you?
Slide to match your season.
Admin hours back per season
160 hrs
retyping numbers, reconciling versions, chasing updates
Money at risk in spreadsheets
$33,280
typical untracked spend and billing misses at ~3% of gross
FAQ
Questions organisers actually ask
Yes. The Ticketing AI Scanner reads a screenshot or PDF of any ticketing dashboard — Howler, Quicket, TicketMaster, Eventbrite or anything else — and extracts tickets sold, revenue, check-ins, refunds and fees automatically. If you can see the numbers on your screen, Festival Copilot can capture them.
A note from the founder
I didn't set out to build software. I set out to put on shows — and I kept losing whole nights to spreadsheets that didn't agree with each other. Ticket numbers in one tab, the budget in another, and the truth somewhere in between.
The breaking point was always the same: 2am the night before gates, a vendor wanting their balance, and me genuinely not knowing whether paying them blew the production budget — because the last three expense runs were still in someone's glovebox.
Festival Copilot is the tool I wished existed that night. One place where the money, the tickets and the crew all tell the same story, with AI doing the transcription work we kept getting wrong when we were exhausted.
If you run events, I built this for you. Tell me what's missing and I'll build that too.
— The founder
written from the production office, not a boardroom
Your Next Event, Fully Under Control
Set up your first event workspace in minutes. Your tickets, budget, vendors and team — finally in one place.
14-day free trial — no card required
Prefer to see it in action first? Leave your email and we'll set up a walkthrough.