For professionals in the entertainment industry, festivals aren’t just the about the music and performances, they’re crucial to network and secure future deals.
At Access Bookings, we know that trying to navigate the logistics around these vibrant and busy events require meticulous planning and that’s why we’ve curated a handy guide on how your experience can be stress-free and seamless from a to b.
1. Strategic Planning: Your Event Compass
Before you even think about travel, background research is vital, particularly if you’re organising tour equipment, make sure that you have considered:
- Schedule & Itinerary: Festivals are notoriously jam packed. Review the programme as soon as it’s released and make your priorities whether that’s performances, screenings, panels, workshops, and/or networking events.
Top Tip: We always recommended contingency time for travel, festivals can be busy and unpredictable with so many people there for so many different things. Make it your aim to be early for anything important you have planned.
- Budgeting: Factor in not just travel and accommodation, but also festival passes, potential submission fees (if applicable), meals, and networking expenses. Although awareness of staying hydrated at these big events is a focus, many festival organisers still insist no food or drink can be brought in, so make sure you check specific restrictions.
2. Mastering the Logistics: Travel & Accommodation
This is where your choice of Travel Management Company (TMC) truly pays dividends. With Access, we consider everything:
- Booking Early: Accommodation, especially around big music festivals, sells out rapidly and prices skyrocket closer to the event. At Access, as soon as we know, you’re good to go, we book rooms and travel well in advance to ensure the best rates, in the best places at the best times for you.
- Location, Location, Location: Before booking, we always consider the proximity of your accommodation to the event venue location and endeavour to get you within walking distance or an easy commute to save you valuable time. When a this isn’t possible, our specialist travel team can arrange dedicated transport to get you from hotel to venue as efficiently as possible.
- Flexible Bookings: We know that the entertainment industry operates on dynamic schedules, and so do we. That’s why we’re available 24/7, 365 for any adjustments that may be needed and always offer the most flexible options that cater for last-minute changes or cancellation.
- The Right Accommodation Just For You: Whether you need a discreet luxury hotel for talent or a comfortable, practical option for a large crew, our database boasts over 900k properties worldwide. We can source properties for whatever you need! Whether it’s secure storage for equipment, production office space, meeting rooms or even something as simple as breakfast – we’ve got you covered.
- Transportation within the Festival: For high-profile talent or critical gear, we always recommend private car services. At Access, we’re used to handling complex travel arrangements. So whether you need a tour bus or a taxi, our team is on hand 24/7 to help you coordinate.
3. The Little Things: Ways We Make Your Festival Experience Easier
At Access, we understand that it’s the finer details that can truly elevate your travel. That’s why we go above and beyond to ensure every aspect of your trip is seamless and stress-free.
- Check-in & Check-out: Forget rigid schedules. Through our extensive network of hotel contacts, we offer unparalleled flexibility with check-in and check-out times. This means your accommodation perfectly aligns with your festival schedule – whether you’re arriving early for a soundcheck or need a late checkout after the closing party – making your planning easier and truly tailored to your needs.
- Security: For our tour and production managers, we know that the safety and privacy of your stars, staff, and crew are important. We address this with the highest security standards, including Non-Disclosure Agreements (NDAs) as required. We ensure all plans, changes, and adjustments are handled with utmost discretion and security, allowing you to focus on the performance and the show with complete peace of mind.
- Furry Friends: Don’t leave your beloved pets behind! We have comfortable and welcoming pet-friendly accommodation, so your furry companions can join in on the festival adventure (or at least be comfortably housed nearby!).
- Reliable Reporting: Our innovative business travel reporting is your key to compliance. We ensure that everyone meets their objectives as well as providing recommendations on opportunities to deliver even better value to the whole company. From keeping your environmental objectives on track with our carbon offsetting reports (perfect for touring bands mindful of their footprint!) or keeping track of your spending with forecasting. We understand the vital importance of managed procurement, that’s why we provide you the amazing insights you need to maximise the value of all your expenditures!
- Best Rate Guarantee: We’re so confident that our rates are the best that we offer our “Best Rate Guarantee. If you find a cheaper price for the exact same room and rate terms elsewhere, we’ll match it. We offer completely unbiased options based on the lowest prices and most flexibility possible and never promote one supplier above another, ensuring you get the best deal for your festival stay.
Your Trusted Partner for Festival Success
Finding your way at festivals can be daunting, but with the right preparation and a 24/7 support line for your accommodation and travel (us!), you can transform these events into invaluable opportunities for career growth and project success.
We understand your unique needs and can provide tailored solutions for all your festival accommodation and travel requirements, in short we do the work so you don’t have to.
Contact us now on 📞+44(0)1543 272 575 or 📧contactus@accessbookings.com.