The Unique Challenge of 24/7 Camping Festivals
Running a festival with on-site camping is not like a standard single-day event. When attendees camp on-site for multiple days, the festival effectively becomes a temporary city that never sleeps. There is no closing time when everyone goes home – the show goes on 24/7. This around-the-clock occupancy creates unique operational challenges. Organizers must provide continuous services and oversight, ensuring attendee needs are met at all hours of the day and night.
Always “On” – No Overnight Pause
In a typical one-day festival, overnight hours are used for cleanup and resets. In a camping festival, there is never a true pause. From the moment gates open until the last camper departs, someone on-site will need something at any given time. One festival campsite manager described it well: once the campsite opens, there is “never a safe time or pause to change things” (www.eventplanner.net). You can’t shut off the water or close the toilets overnight, because thousands of people remain in the venue. Planning must account for this constant use of infrastructure. Equipment, power, and facilities should have redundancy and 24-hour maintenance schedules. For example, if a generator powering the campsite lighting fails at 3 AM, you need staff ready to fix or swap it immediately – the campers (and your security team) can’t be left in the dark.
Continuous operation also means adjusting staff schedules and resources. There may even be more people awake and active at 2 AM than at 7 AM, depending on the festival’s culture. Many music festivals see late-night activities or after-parties in the campgrounds. Therefore, roles like security, medical, and janitorial services require graveyard shifts. Some experienced organizers form dedicated overnight crews. In fact, some campsite teams treat 7:00 PM as “breakfast time” for the night shift crew, since those staff start work in the evening and work through the night (www.eventplanner.net). The takeaway: plan for a full 24-hour cycle in every department – from refilling water stations at dawn to serving food at midnight.
Sanitation: Toilets, Showers, and Cleanliness
Sanitation is arguably the most critical aspect of an on-site camping festival. Attendees living on the grounds for days will need ample restroom and hygiene facilities. Underestimating this can ruin the festival experience (and create serious health risks). Provide plenty of toilets and keep them serviced continuously. At large camping festivals, the numbers can be staggering – for example, Glastonbury Festival deploys over 4,000 toilets across its site (www.stamfordadvocate.com). While your event may not approach that scale, it illustrates the point: you must have enough restrooms for your camper population. Calculate the ratio of toilets to attendees based on duration and expected usage, and then add extra to be safe. Arrange for regular pumping or cleaning throughout the event (including late at night and early morning). It’s wise to schedule sanitation trucks to service portable toilets during low-traffic times (like during main stage performances or very early morning) to minimize attendee disruption – but remember, there is no truly “empty” time on a campsite, so even 4 AM requires careful coordination and lighting for the crews.
Showers are another vital amenity for multi-day campers. Many festival-goers can tolerate getting a bit dirty, but by day two or three, the demand for a real shower skyrockets. Offering hot showers (even if for a small fee or in VIP areas) can greatly improve attendee comfort and morale. If providing showers, plan for water supply and greywater disposal. Portable shower trailers or even simple solar-heated shower bags can be options depending on budget and scale. Maintain them well – nothing frustrates a tired camper more than finding the showers out of order or out of water. Keep them clean and consider staffing them with attendants during peak hours for basic maintenance. If full shower facilities aren’t feasible for your event, at least provide wash stations (taps for rinsing face and hands, or foot pump sinks) and encourage attendees to bring personal hygiene solutions (wet wipes, etc.). Clear communication in advance about available facilities helps manage expectations.
Don’t forget general cleanliness around the campsite. Strategically place plenty of rubbish and recycling bins, and service them regularly. A campground can generate mountains of trash (food wrappers, water bottles, discarded camping gear, etc.). If bins overflow, litter will quickly spread across the site. Consider organizing a volunteer “green team” or paid cleanup crew that does rounds picking up litter each morning and throughout the day. Provide campers with trash bags upon entry and encourage them to keep their area tidy. Instruct security and staff to keep an eye out for health hazards like glass or unsanitary conditions developing, and address them immediately. Maintaining a clean campsite is a continuous job, not just a one-time sweep.
Water and Food Provision
Campers need access to drinking water at all times. Plan for large water refill stations or taps, and ensure they are illuminated and safe to use at night. Test your water supply capacity – nothing upsets campers like running out of potable water or finding water stations non-functional in the middle of the night. It can be useful to have water trucks on standby or extra bottled water reserves to distribute if a pipe or pump fails.
Similarly, consider food and beverage availability beyond the main stage hours. While most vendors will close when the performances end for the night, having at least one 24-hour café or a late-night food truck in the campground can be a lifesaver. Imagine attendees returning to their tents at 1 AM – many will appreciate a hot tea, a midnight snack, or a place to sit and recharge. Some festivals set up a dedicated camp store or diner that operates round-the-clock, offering essentials like snacks, coffee, basic first aid items, and camping gear (tent repair kits, ear plugs, sunscreen). This not only provides convenience but also reduces the temptation for campers to leave the site in search of supplies. If you can’t do 24/7 food service, try to at least extend vendor hours as late as feasible and start early with breakfast options for campers. For example, a coffee stall opening at dawn can be a huge boost for those who wake with the sunrise.
Overnight Security and Safety
A campsite full of people overnight requires diligent security and safety measures. Your security team should be present and alert at all hours. This isn’t the shift where you can afford to have one sleepy guard at the gate – you need a well-planned rotation of fresh security staff to patrol the campgrounds, monitor entry/exit points, and respond to incidents. Issues like tent theft, altercations between campers, or unauthorized visitors can occur at 3 AM just as easily as 3 PM. A robust security plan might involve roaming patrols (on foot or utility vehicles), stationed guards at key positions (e.g., near the perimeter and facilities), and clear protocols for handling common late-night problems (noise complaints, lost persons, etc.). Make sure campers know where to find security or help at any time – such as a 24-hour info kiosk or clearly marked security tents in the campground.
Lighting plays a huge role in security. Strategic lighting throughout the campsite helps prevent accidents and discourages mischief. Dark, unlit areas are invitations for trouble or injuries. Rent portable light towers or install LED string lights along footpaths, near toilet/shower areas, and around any potential hazard areas (like steep terrain or water bodies on-site). Use energy-efficient options and generators with mufflers to reduce noise. It’s a balancing act: you want enough light for safety and navigation, but not so much that it keeps everyone awake or creates light pollution in sleeping zones. One solution is to use focused lighting (pointing downwards or to pathways) and lower intensity lights in the heart of tent areas, while keeping bright lights for perimeters and facility clusters. Also consider having motion-sensor lights in less trafficked areas to save power and preserve darkness when not needed.
Beyond human security and lighting, plan for medical emergencies overnight. Your first aid tent or medical team must be on-call 24/7. This might mean having an ambulance on-site or a rotating team of EMTs who sleep in shifts. Festivals often see incidents at night – from minor injuries to dehydration, or even more serious drug or alcohol-related emergencies – and a swift medical response can save lives. Additionally, establish a fire safety strategy for the camp. Open fires are usually prohibited at camping festivals (for good reason), but campers may still use small camping stoves or grills. Enforce rules about where cooking is allowed (perhaps a designated cooking area) and ensure fire extinguishers and water buckets are available. If the venue is prone to wildfires or very dry, consider a total ban on any flame and communicate that clearly. Your security patrols should also watch for any dangerous use of fire or generators.
Finally, implement an emergency communication system for campers. If severe weather or any crisis hits in the middle of the night, how will you alert everyone? Some events use sirens, loudspeakers, or mass text message alerts to notify campers of dangerous weather (like lightning storms or high winds that might necessitate temporary evacuation to cars or shelters). Have a plan for worst-case scenarios: for instance, where would thousands of people go if a camp evacuation was needed at 4 AM? These are situations one hopes never happen, but being prepared for them is a hallmark of responsible 24/7 event management.
Staff and Crew: The Unsung 24-Hour Heroes
Providing all these continuous services means your staffing plan must cover the full day. This involves split shifts or round-the-clock rotations for critical crews. It’s often necessary to essentially run two teams: a daytime crew and an overnight crew, handing off duties every 8-12 hours. Pay special attention to staff welfare – working through the night in a festival environment is exhausting, and tired staff can lead to mistakes. Provide a secure area for staff to rest when off-duty (some events set up a staff campground or on-site trailers). Feed them according to their schedules; for example, an overnight crew will need a substantial meal in the middle of the night, not just the standard breakfast-lunch-dinner times geared toward daytime workers. As noted earlier, some veteran campground production teams literally flip meal schedules to accommodate this, treating late evening as “breakfast” for those just coming on shift (www.eventplanner.net).
Communication between shifts is crucial. Hold briefings in the morning and evening to relay any incidents or issues from the previous shift. Maintain an incident log or handover notes so that, say, the day security chief knows about the scuffle that occurred at 2 AM and can follow up if needed. Use radios or a communication system that remains active at all hours – often a central command post (operations control center) is manned 24/7 to coordinate between departments.
It can be beneficial to hire or designate a “Campground Operations Manager” separate from the main Festival Operations Manager. This person (or team) focuses solely on the camping village, ensuring all its unique needs are met without distraction from the stages and performances. As one industry saying goes, the campsite should not be treated as an afterthought or mere add-on; it needs its own leadership. Many organizers partner with specialty contractors or experienced teams for campsite management (www.eventplanner.net), recognizing that overseeing a tent city requires a distinct skill set. The goal is to avoid the campsite being the “stepchild” of the festival – instead, give it equal priority in planning and resources.
Layout, Zoning, and Attendee Experience
Designing the campground layout thoughtfully will make round-the-clock management much easier. Plan the site like a small town. Mark out main “streets” or walking paths between tent areas and key facilities (stage areas, food stalls, water points, toilets). Ensure campsites are organized in sections or zones; this not only helps attendees remember where their tent is, but it’s vital for security and medical teams to locate incidents (“Medical needed at Zone C, row 5”). Use signage, flags, or landmarks (like art installations or color-coded banners) so people can navigate – especially important at night when everything looks different.
Consider separating areas based on needs or demographics. Quiet zones or family camping areas should be situated farther from loud late-night hubs. Enforce quiet hours in those zones (e.g., no amplified music after midnight). Conversely, if your festival demographic expects late partying, you might designate a section of the campground for after-hours activity – perhaps with a small stage for acoustic sets or a DJ with a silent disco. By clustering the night-owl campers together and away from those who want sleep, you reduce conflict. This kind of zoning needs clear communication and enforcement: security or volunteer “rangers” can gently remind noisy campers who’s in a quiet zone and direct revelers to the appropriate area if needed.
Accessibility is another consideration. Provide an area for campers with disabilities that is close to accessible restrooms, on flat ground, and with easy access to medical and shuttle services. Similarly, think about offering glamping or pre-pitched tents as an option – these often come with their own amenities (like bedding, sometimes power hookups) and might be in a separate enclosed area with its own staff. Glamping guests pay a premium for comfort, so ensure their area is well-maintained, secure, and has the promised extras (like dedicated showers or a lounge).
Vehicle management is crucial if you allow car camping or campervans. Define clear rules for when vehicles can enter or exit (often only at certain times for safety). Once people park in camping, typically they shouldn’t move their cars until they leave for good, to prevent accidents in a crowded field of tents. Have a parking team guide vehicles to maximize space and reduce risk (nobody wants a car driving around tents at 2 AM). Also, designate fire lanes or emergency access routes through the campground that are always kept clear of tents and vehicles – mark them visibly and brief your staff that these must not be obstructed.
Budgeting and Logistics for 24/7 Operations
All these extra services – security, sanitation, lighting, staff overtime – will impact the budget significantly. It’s important to budget for the campsite as a separate entity in many respects. You may find that the camping side doesn’t turn a profit on its own (once you tally the costs of infrastructure and staffing). In fact, seasoned promoters note that you shouldn’t add camping just as a moneymaker (www.eventplanner.net) – the real value is in the extended experience it gives to attendees. That being said, you can recoup some costs via camping fees, glamping upcharges, or vendor fees from those operating in the campground (food stalls, etc.). Just be sure to reinvest enough into camper services; if people pay for camping and feel they got a miserable experience, it can severely damage your festival’s reputation.
Logistically, start planning the campsite needs early, alongside the main festival planning. Engage suppliers who can provide 24-hour support. For instance, when contracting toilets and showers, discuss how they will be maintained continuously and if they can provide overnight on-call service if something breaks. The same goes for power and lighting vendors – you may need generators that run silent overnight or fuel deliveries at odd hours. Ensure your security contractor understands the scope of an overnight festival: they may need to schedule two shifts of guards and have a supervisor on site at all times. If your team is inexperienced with camping festivals, consider hiring a consultant or key staff who have done it before – their insight will be invaluable in foreseeing needs that might not be obvious until you’re in the thick of it at 3 AM.
Also, coordinate with local authorities regarding the 24/7 nature of your event. There may be noise curfews or specific permits required for overnight gatherings. Work with police, fire, and medical services early to develop emergency response plans that account for the campsite population at night. Often, police may want to have a small presence or patrol come through the campsite to augment your private security, especially at very large events. Open communication lines and perhaps invite them to tour the site during the event, so they know the layout if an emergency response is needed.
Learning from Successes and Failures
There are many real-world examples that show what works and what happens when things go wrong. On the success side, look at festivals like Bonnaroo, Glastonbury, or Tomorrowland – these massive events effectively create a functioning city for a weekend. They prepare for everything from thousands of lost belongings to babies being born on site (yes, it has happened!). Their organizers invest heavily in infrastructure: for instance, deploying thousands of toilets, staffed medical centers, free water points, and volunteer teams for attendee welfare. The result is that attendees often describe the camping community as a highlight of the festival. A well-run campsite fosters camaraderie and loyalty – people make friends for life around those campfires and often return year after year partly because they love the camping vibe.
On the flip side, history has some cautionary tales. The infamous Fyre Festival in 2017 is a prime example of neglecting basic needs – attendees arrived to find inadequate shelter, scant security, poor sanitation, and essentially no services. The event collapsed before it even properly began, largely because the organizers failed to plan for the realities of accommodating people on-site. Another example is Woodstock ’99, which, while successfully held, suffered major problems: organizers underestimated sanitation and water needs in extreme heat, leading to overflowing toilets and overpriced water that fueled attendee anger and contributed to unrest. These examples underscore that safety and comfort basics can make or break your festival. No matter how great your lineup is, if your campers are hungry, thirsty, dirty, and feel unsafe, the event will be remembered for all the wrong reasons.
Conclusion: Creating a Home Away from Home
Ultimately, running a 24/7 on-site camping festival means thinking like a city manager as much as an event producer. It’s about providing a home away from home for thousands of people. That means toilets that flush (or at least get cleaned regularly), showers that work, food and water accessible at odd hours, a safe environment, and someone to turn to at any time of night. When you get the campsite right, it elevates the entire festival. Attendees who are well-rested (or happily tired), well-fed, and comfortable will enjoy the music, art, or activities that much more. They’ll also appreciate the effort – festival-goers notice when a festival goes the extra mile to take care of them.
Approach the camping aspect with the same level of detail and care as the main festival programming. Plan for continuous operation, anticipate the less glamorous needs (like sewage pumps and flashlight batteries), and listen to your community’s feedback. By doing so, you’ll create not just an event, but an immersive 24-hour experience that attendees will cherish. The knowledge passed down from veteran producers shows that while the work is tough, the payoff is a vibrant, buzzing campground community that can become the heart and soul of your festival.
Key Takeaways
- Treat the campground as a full-fledged part of the festival: It requires its own dedicated planning, management, and budget. Don’t let it become an afterthought.
- 24/7 services are essential: Provide round-the-clock sanitation (toilets & showers maintenance), security patrols, medical aid, and customer service. Attendee needs don’t stop at midnight.
- Infrastructure and lighting: Ensure adequate facilities like restrooms, water, waste disposal, and lighting throughout the site. Well-lit paths and public areas improve safety, but balance lighting so as not to disturb campers’ sleep.
- Overnight staffing and shifts: Schedule teams for overnight operations – from security guards to cleaning crews – and take care of your staff with proper rest and meals. Continuous operation is only possible if your crew stays alert and healthy.
- Camper comfort and amenities: Offer things like 24-hour water access, late-night food or a general store, and morning coffee/breakfast options. Small comforts (a hot shower or a midnight snack) go a long way in keeping attendees happy.
- Zoning and rules: Design the campsite layout smartly. Separate quiet/family zones from late-night party areas, enforce noise curfews where appropriate, and clearly communicate all campsite rules (fires, cooking, vehicle movement, etc.).
- Risk management is amplified: Have plans for emergencies (weather, fire, medical) that might occur at 3 AM. Coordinate with local authorities on overnight event protocols and always have an alert system to reach campers if needed.
- Enhanced festival experience: When well-executed, on-site camping creates an immersive, communal atmosphere that can become a defining feature of your festival. Happy campers will remember the sunrises, campground friendships, and the overall adventure – and they’ll come back for more.
25th August 2025