The Playbook
A festival, start to finish.
Follow one show through its whole lifecycle — from the first empty command centre to a sponsor-ready close-out report — with the actual screens your team would live in at each step.
The screens below use an illustrative sample festival, not real customer data.
01 · Set up
One command centre, from day one
Every festival starts as a project. The command centre becomes the single place your whole team looks — a live countdown to doors, a readiness score built from real data, and the money summary that used to live across a dozen spreadsheet tabs.
Nothing here is typed twice. As tickets sell, vendors get paid and tasks close, the numbers on this page move by themselves.
festivalcopilot.com/app
02 · Budget
Know your break-even before you commit
Build the budget line by line — planned against actual — and watch break-even calculate itself. The moment ticket revenue clears the number, the app tells you: from here, every ticket is profit.
Budget-vs-actual updates live as expenses land, so a blowout shows up as a warning, not a surprise at close-out.
festivalcopilot.com/app
03 · Line-up
Book the artists, track every contract
Fees, deposits, balances, riders and set times in one view — with a risk flag on anyone whose contract still isn't signed. Each artist even shows how many early-bird tickets their fee needs to break even.
Set times are stored in 24-hour format so the stage schedule reads the way your production team actually talks.
festivalcopilot.com/app
04 · On-sale
Sell in phases — and never retype a sales report
Set up Early Bird, GA and VIP phases with their own prices and caps. Screenshot your ticketing dashboard — Howler, Quicket, Eventbrite — and the Ticketing AI Scanner reads sales, revenue, refunds and check-ins straight in.
Sell-through and projected revenue update per phase, so you always know how close each tier is to selling out.
festivalcopilot.com/app
05 · Fill the room
Marketing that ties clicks to tickets
Log reach, impressions and engagement across every channel — or let the AI read a screenshot of your analytics and pull the numbers for you. The reach-and-engagement trend shows momentum building toward on-sale.
Best of all, link-taps get tied back to tickets sold, so you can see which channel is actually filling the field.
festivalcopilot.com/app
06 · Close-out
A sponsor-ready report in one click
When the gates shut, the same live data becomes a board-ready report — an executive summary, the final profit-and-loss, tickets sold against capacity and a per-category cost breakdown.
Export it to PDF for sponsors, investors and directors. No week of reconciling spreadsheets; the report was writing itself all along.
festivalcopilot.com/app
Run your next show this way.
The whole lifecycle in one command centre — and the report writes itself.
14-day free trial — no card required