Tasks

Brand book is the reference for all sponsor, marketing, and signage work downstream.

Bilingual copy standards for public-facing materials.

Pulls from Site Logistics layout.

Aim for 15–20 acts on longlist for ~8–10 final slots.

Single headline set for Friday opening night.

4–5 acts across day and night.

Family-oriented closing programme.

Sunday opens with worship. NG Kerk Upington and other local congregations are natural partners.

Co-design with church partner.

Confirm screening rights / licensing.

No native power on trailer — power supplied externally.

Scale to outdoor venue and final lineup needs.

Warm, fire-lit aesthetic aligned with brand.

Replaces non-existent backstage on trailer.

Bilingual host — Afrikaans/English.

All acts under contract before marketing announces them.

Drives sound/lighting/backline procurement.

Minute-by-minute schedule across both stages of activity (main + Indoor Movie Night).

Confirm projection, seating, and sound for indoor space.

Token revenue share vs flat fee — decide model.

Form on website + WhatsApp + print form for local merchants.

Reject conflicting categories early.

Operating hours, token redemption, payment timing, no alcohol policy.

Mandatory for food vendors per Northern Cape municipal health bylaws.

Feeds Site Logistics power planning.

Recommend 3–4 tiers + stage naming rights as separate offer.

Branding placements, on-site activation, ticket allocations.

Lead with audience, brand fit, and activation potential.

Automotive, fuel, logistics, non-alc beverage, lifestyle, technical.

Aim for 1–2 anchor confirmations to derisk the rest.

All sponsor commitments papered before signage production.

Logos in vector format, brand guidelines, approved colour treatments.

Vehicle displays, sampling, branded zones.

Closed-loop. Decide refund policy for unspent tokens — affects POPIA scope on patron data.

Wristband-based, NFC, or printed paper tokens — trade-offs to weigh.

Main gate plus internal top-up stations.

Sponsor revenue, ticket revenue, vendor fees, token float vs all expense lines.

Clean reporting; protects personal accounts.

Decide single 3-day pass vs day passes vs both.

Quicket, Webtickets, Howler — compare fees and POPIA handling.

Token system minimises cash, but token station floats and supplier payments still need protocols.

Daily reconcile during festival; full reconcile in Post-Event.

14-week runway to event.

Facebook + Instagram primary for Northern Cape audience; TikTok optional.

High-impact channel for the region.

Sponsor confidence + ticket sales hinge on this.

Distribute through churches, schools, town centre.

Soft launch with save-the-date and brand reveal.

Drives ticket sales spike.

Daily content, countdown, weather updates, what to bring.

Measure, photograph, identify constraints. Bring measuring wheel.

Stage + hay seating, marketplace, parking, gates, sanitation, medical, marquees.

Trailer stage needs external supply. Plan redundant feed for stage.

Northern Cape heat by day — drinking water access is non-negotiable.

Daytime shade critical, especially Saturday peak.

Source local lucerne/hay producers. Confirm quantity from layout.

Push lanterns/flame features outside 10m radius of hay seating.

Wayfinding, sponsor, safety, no-smoking signage.

Build runs roughly T-3 days to T-0.

Includes overnight Saturday→Sunday reset.

Confirm overflow plan.

Ticket scan → token purchase → entry.

Pairs with ticketing platform choice (TF-007).

Maps onto patron capacity calculation.

Establishes which SABS-certified products the local fire dept accepts. Ref: Fire Treatment Options memo.

HARD DEADLINE — drives 4–6 wk procurement lead time on FR products. Ref: Fire Treatment Options memo.

Depends on SM-002 decision.

7–14 days before event. Requires covered storage.

PSIRA-registered provider. 24-hr coverage incl. overnight site security.

ER24, Netcare 911, or local provider. Confirm minimum cover for crowd size.

Every 10m around hay seating perimeter. Water + CO2.

Trained marshals on patrol during all stage programming.

Evacuation routes, assembly points, incident escalation.

Family-friendly event — register parents at gate; lost-and-found station.

Industry rule of thumb: 1 toilet per 75 patrons for events <6hrs; more for multi-day.

Continuous rotation. Higher cadence around food zones.

Friday night → Saturday morning, Saturday night → Sunday morning.

Venue handover condition.

Stage management, gate, tokens, vendor liaison, marshals, runners.

Partner with churches, local schools, community groups.

Bilingual briefing. Walk the site.

Mind fatigue across 3 days. Build in proper rest.

Site map, emergency contacts, dress code, token system, escalation.

3 days of feeding the team.

Submit early. Includes site plan, safety plan, public liability.

Required for live music after standard hours.

Pre-event walkthrough. Ref: Fire Treatment Options memo.

Some insurers refuse hay seating or require specific FR certification.

Public liability + cancellation cover. Quote 3 brokers.

Municipal health dept; pairs with VM-005.

Consent capture, data retention, breach protocol.

Avoids separate religious-gathering filing.

Single source of truth for everyone who provides something to the festival.

Required for sponsor/board accountability.

Cadence: biweekly through June, weekly from July, daily during event week.

Recurring — increment date on each cycle.

Confirm cadence with Rooies — recommend monthly through June/July, biweekly August, weekly final 2 weeks.

Deliver to all sponsors — reach, activation outcomes, photo assets.

Captures what to repeat, what to fix, what to add for the next edition.