The Challenge of No Coverage at Remote Festivals
Imagine a music festival high in the mountains or deep in the desert, far from the nearest cell tower. As thousands of attendees gather, their smartphones gradually lose signal – or the local network simply can’t handle the load and coverage dies. This scenario is common at remote location festivals around the world, from the Nevada desert to the Australian outback. When traditional communications fail, festival producers must have a backup plan to keep information flowing and attendees safe. Effective crisis communication in these conditions can mean the difference between a calmly managed incident and widespread confusion.
Remote festivals present unique communication challenges. Overloaded or non-existent networks can cut off not just attendees trying to text friends, but also the festival organizers’ ability to send app notifications or social media updates. In a crisis – like a severe weather alert, a medical emergency, or a schedule change – getting the message out quickly and clearly is vital. Smart festival teams anticipate this by planning for network blackouts as part of their risk management. They deploy alternative tools and protocols to ensure that when the bars on phones drop to zero, the festival’s messaging doesn’t go silent.
Backup Communication Tools When Networks Fail
A veteran festival producer knows that relying solely on mobile networks is a recipe for trouble in remote areas. Instead, successful remote events use a combination of old-school and high-tech communication methods to reach staff and attendees without cellular service. Here are the key tools and strategies to keep communication alive when coverage is gone:
Satellite Messengers and Phones
In locations where regular phones become useless, satellite communication devices are a lifeline. Satellite phones and messengers use satellites orbiting the Earth to send signals, meaning they work virtually anywhere with a clear sky. Festival organizers often equip their command center and safety teams with satellite phones or two-way satellite text messengers (like Garmin inReach or Iridium devices). These allow the event staff to call for help, coordinate with off-site authorities, or update headquarters even if landlines and cell towers are down.
For example, during a remote festival in the highlands of Scotland, heavy rain knocked out the nearest cell tower. The production team immediately turned to their satellite phones to contact emergency services and report status to the outside world. This quick action reassured local authorities that the situation was under control, and allowed the festival team to post updates to social media via an off-site team (since the on-site internet was also down). The peace of mind that comes from having a 24/7 connection in an emergency is well worth the investment. Satellite messengers can also broadcast simple text updates – even a preset message like “All attendees safe; awaiting weather to clear” – to a list of key contacts or an online page, keeping everyone in the loop despite the network outage.
Tips for using satellite communication: Train key staff on how to operate satellite devices before the festival. Keep batteries charged and have spares or solar chargers available in case of power issues. Know the device’s limitations – for instance, satellite texts may have character limits and slight delays. Plan what kind of messages might need to be sent (such as emergency codes or status updates) and who will receive them (e.g. event owners, local authorities, or a team member off-site who can relay information to ticketholders’ families or social media). By integrating satellite phones or messengers into your crisis plan, you ensure that a critical line of communication stays open no matter what.
Two-Way Radio Networks and Relays
Ask any large-scale festival crew and they’ll tell you: two-way radios are the backbone of on-site communications. Long before cell phones, events have used radios (walkie-talkies and more sophisticated systems) to connect staff across a wide area. In a remote festival, radios become even more crucial. Security teams, medical staff, stage managers, and logistics crews all rely on radio channels to coordinate their activities. When the public networks crash, the private radio network keeps the team connected in real time.
For small festivals on an open field, simple handheld radios on standard frequencies may suffice for team chatter. But at a huge festival spread over kilometers of rough terrain (imagine a multi-stage event in the Australian bush or a sprawling camping festival in rural India), you’ll likely need a more robust setup. Portable repeaters or radio relays can be brought in to extend the range of handsets. These units, often mounted on towers or high ground, retransmit radio signals so that even crews on opposite ends of a valley stay in contact. Some events partner with communications companies or local amateur radio clubs to install temporary radio networks that blanket the site.
Modern digital radio systems offer advanced features that are perfect for crisis situations. One such feature is the “all-call” or emergency broadcast function – with one command, a director can override regular chatter and broadcast a message to all staff radios at once. This is extremely useful to announce urgent information like “Lightning storm approaching, pause all stage shows and seek shelter,” ensuring everyone on the team gets the warning simultaneously. Encrypted channels can also be used for sensitive discussions, like handling a security incident, without causing unnecessary alarm if scanners are around.
Real-world case: At a wilderness art and music festival in Canada, festival organizers set up a multi-channel digital radio system with a repeater on a hill. When a brush fire was spotted near the festival grounds, the control center used the radio network to mobilize fire response teams and calmly instruct all zone managers. Even though there was no cell reception to dial out, the internal radio comms allowed the staff to act swiftly and prevent panic. Within minutes, every security guard and volunteer knew their role, solely through radio relay.
Tips for radio communications: Invest in quality radio units with sufficient range and battery life for your event’s needs. Program and test the radios before gates open – define which channel is for which team (operations, security, medical, etc.) and make sure everyone knows how to switch to an emergency channel if needed. It’s wise to have a backup power source or spare batteries for repeaters and base stations, since a power loss could otherwise take down your radio network. Also, conduct a brief radio etiquette training for staff: in a crisis, messages should be clear, concise, and acknowledged by the receiver to avoid confusion. Using radios effectively keeps your behind-the-scenes communications solid when attendee mobile phones show “No Service”.
Physical Notice Boards and Signage
When high-tech options fail or are not accessible to attendees, low-tech solutions step in. One of the simplest yet most effective tools in a communications outage is the physical notice board. Yes, we mean actual boards – whiteboards, chalkboards, pin-up bulletin boards, or even big sheets of paper on signposts – placed at strategic points around the festival grounds. These boards become go-to information hubs when digital channels go dark.
Imagine you’re attending a festival on a remote beach in Indonesia and suddenly the festival app stops updating due to lost internet. Well-placed notice boards can display critical announcements: schedules changes, weather alerts, safety instructions, or messages like “Shuttle service paused until 5 PM due to high winds”. Attendees will naturally gravitate to places where information is shared, especially if you’ve primed them that “in case of any network issues, official info will be at the Info Desk and bulletin boards by each stage.” Make the boards visually distinct (use bright colors or a flag above them) so they’re easy to spot even in a crowd.
How to use notice boards effectively: Keep them updated! Assign a staff member or volunteer to be in charge of each board location. The moment you have verified information to share, that person should write it up clearly (in waterproof markers if rain is a risk) and note the timestamp. For instance, “3:00 PM: Main Stage set times delayed by 30 minutes due to weather. Next update by 3:30 PM.” This level of detail not only informs everyone, but also lends credibility – people can see that the festival is actively managing the situation. If possible, print important messages in large text and paste them up, especially if multi-lingual info is needed (we’ll cover multilingual messaging shortly). At night, ensure the boards are well-lit by a battery lantern or flashlight so they remain usable.
Physical signage isn’t limited to static boards. Roving info teams can carry handheld signs or simply walk around with megaphones to spread the word when urgent. Some festivals have had success with posting updates at restroom areas and water stations, knowing everyone visits those. Creative approach: at one remote camping festival in New Zealand, festival organizers placed giant chalkboards near the main food court and encouraged attendees to check them each morning and whenever they heard a bell ring (the bell signaled a new important update was posted). By mixing routine (daily info posts) with attention signals (the bell), they got the crowd used to looking at the boards. When a real crisis hit (a flash flood warning in that instance), attendees knew exactly where to look for instructions without relying on phone alerts.
Public Address Systems and Stage Announcements
Don’t forget the power of the human voice. Most festivals, even small ones, have some form of public address (PA) system – whether it’s the main stage speakers or portable loudhailers (megaphones). In a coverage blackout, verbal announcements can reach many people quickly. If you have a site-wide PA or emergency siren system, it can be a lifesaver: for example, an air horn blast or specific siren could be a signal for everyone to pay attention, then an announcement follows. Many multi-stage festivals coordinate with stage managers and DJs to temporarily pause music and make a safety announcement if needed.
Ensure your team has a plan for who will speak and what will be said over PAs in an emergency. The tone should be calm and the message clear, with maybe a repeat. Example: “May we have your attention. Due to an incoming storm, we need all attendees to slowly make your way to the sheltered areas marked on your maps. Please remain calm and help those around you. This is a precaution – the festival will resume when it’s safe. Announcements will be made every 15 minutes with updates in English and Spanish.” Delivering such messages in multiple languages over the loudspeakers, if possible, covers attendees who might not all speak the same language.
For smaller events without a permanent PA, portable megaphones in the hands of security or volunteers can do the job. Train those individuals on how to project their voice and the importance of spreading out to cover different corners of the site. It’s also smart to have pre-written scripts for likely scenarios (weather delay, lost child, evacuation, etc.), so that in the heat of the moment your staff aren’t ad-libbing important instructions. A composed announcement script that’s been vetted ahead of time will come across authoritative and trustworthy.
Crafting Calm and Credible Messaging
Having the tools is one half of the equation; what and how you communicate is the other half. In a crisis, festival attendees will look to the festival organizers for guidance and reassurance. This is where the tone and content of your messages can truly make a difference in keeping the crowd calm and maintaining your credibility.
Stay calm, be truthful: The golden rule of crisis communication is to project calm. Even if behind the scenes you’re scrambling, the outward messaging should be collected and reassuring. Use a steady tone (whether written or spoken) and avoid drastic or panicky language. For example, instead of “Fire! Run to the exits!”, a calm message would be “There is a fire in the north field. Our team is addressing it. Please slowly move south toward the main gate and await further instructions.” Providing a clear instruction within a calm sentence helps people focus on action rather than fear.
Being truthful and transparent is equally important. Acknowledge the situation early – rumors fill any void of information, so it’s better that attendees hear about an issue from you first. Even if you don’t have all details yet, an initial notice like “We’re aware of a situation and are investigating. Please stand by for official info.” is better than silence. It tells people the festival organizers are on it, which can prevent the spread of unchecked rumors. Of course, once you do have confirmed information, share it promptly. Don’t sugarcoat if something serious occurred (festival-goers can handle the truth), but balance it with what’s being done to manage it. Honest communication builds trust; if you’ve been forthright, attendees are more likely to heed your instructions and stay cooperative.
Consistent and unified messages: In chaotic situations, consistency saves lives. All communication channels – radios, notice boards, stage announcements, face-to-face – should convey the same core message so nobody gets conflicting info. To achieve this, designate a small “crisis comms team” at your festival who approves and disseminates messages. This might be the festival director, the head of security, and the communications manager working together. They craft the key points, then those points are relayed via all channels. For instance, if a severe weather pause is happening, the core points might be: “what the weather issue is, what attendees should do (and not do), and an approximate next update time.” That way, whether a person hears it on the radio or reads it on a board, it’s consistent.
Also, have your staff well-briefed. Every crew member from volunteers up to managers should be kept in the loop internally (via your radio network or quick staff huddles), so that if attendees ask them questions, they reinforce the official messaging. It undermines credibility if a staff member says “I don’t know, I heard maybe we’re evacuating” when that’s not decided – that can spark panic. Instead, if everyone knows the agreed message (“We’re delaying the show until the storm passes. Please stay tuned to the boards or radio for updates.”), then the public receives a unified, credible front from all angles.
Maintain a schedule of updates: In a prolonged network outage or ongoing crisis, one way to keep calm is to give people a sense of timing. For example, announce that you will provide the next update at a specific time (even if the update is “we’re still monitoring, no changes yet”). This prevents restless speculation. Attendees can say, “Okay, we’ll know more in 30 minutes as promised.” Then be sure to follow through – even if there’s not much new to report, check in at the promised time with something like, “Update as of 4:00 PM: The road is still being cleared. We anticipate reopening the gates in about 1 hour. Next update by 5:00 PM.” Reliability in delivering updates shows competence and helps sustain patience in the crowd.
Multilingual Communication in a Crisis
Festivals often draw international and diverse crowds – especially destination festivals where people fly in from all over the world. In remote locations abroad (say, a festival in the Mexican jungle or a trance music gathering in rural France), you may have attendees speaking dozens of different languages. Language barriers can turn a bad situation worse if people can’t understand safety instructions. That’s why a seasoned festival organizer will incorporate multilingual communication into their crisis plan.
Know your audience and staff languages: Before the event, assess what languages are likely to be in the crowd. If you’re in a non-English-speaking country but have many foreign visitors, English is your common denominator for announcements – but you should also communicate in the local language. Conversely, if the festival is in an English-dominant country but you expect a large number of, say, Spanish or Chinese speaking attendees, consider how you’ll reach those groups too. It helps to have bilingual staff or volunteers ready to translate important messages on the fly. In an emergency, you could dispatch these translators to clusters of attendees (for example, at the medical tent or info point) to explain the situation in those attendees’ native languages.
Multilingual signage and materials: For printed or written communications like notice board posts, using multiple languages can be literal life-savers. Prepare templates of critical messages in key languages ahead of time. For instance, have a pre-written evacuation instruction in English, Spanish, French, etc., that you can quickly put up. Even if you can’t cover every language, hitting the top two or three most prevalent can greatly increase comprehension. Use universally recognized symbols and icons as well – a large red cross symbol next to text can help indicate first aid information regardless of language, a Wi-Fi or phone icon with a red X can signal that networks are down but you are addressing it, etc.
Calm across cultures: Keep in mind cultural differences in how authority and emergency instructions are perceived. Some cultures expect very direct, authoritative commands in a crisis; others respond better to polite, community-toned requests. Strive for a middle ground that respects all: be clear and firm about what needs to happen, but also courteous and empathetic. Simple, plain language works best. Avoid idioms or humor that might not translate well. For example, instead of saying “we’re in the same boat” (which might confuse non-native speakers if translated literally), say “we are all in this together.” Those extra considerations ensure your message of reassurance truly resonates with everyone present.
Examples of multilingual crisis comms: A global cultural festival in Singapore once had a power outage that plunged parts of the venue into darkness. Festival organizers immediately made announcements in English, Malay, Mandarin, and Tamil (reflecting the major local languages) to let people know the issue was being fixed and to stay where they were safely. This quick multilingual response prevented a potential rush for the exits, as everyone heard or read a message they could understand, telling them to remain calm. Similarly, at an international music festival in the Swiss Alps, safety notices were posted in English, German, and French during a lightning delay – attendees later praised the organizers for being inclusive in communication, which helped keep order among a very mixed crowd.
Learning from Successes and Failures
There’s a wealth of knowledge to be gained from past festivals that faced communications challenges. Learning from both successes and failures will help you refine your own crisis communication plan for remote events.
One hard lesson comes from the TomorrowWorld 2015 festival in the USA. Held outside Atlanta, Georgia, this massive event encountered severe weather that turned the site to mud and forced festival organizers to shut gates to outsiders on the final day. Communication with attendees broke down badly – many people reported not knowing what was happening, shuttles stopped running with little instruction, and thousands were left stranded and confused overnight. In post-event letters and reviews, attendees cited the lack of clear information as a major issue, on top of the logistical chaos. This example underscores that in a crisis, silence or poor communication can amplify frustration and even create safety risks. The lesson: even if you’re scrambling to solve operational problems, never neglect to keep your audience informed through any means possible. A quick announcement of “We’ve had to pause entry due to weather, please bear with us and stay at your campsite – more info coming soon” could have eased a lot of anxiety that night.
On the flip side, consider the approach of Burning Man in Nevada’s Black Rock Desert – an event truly off the grid. There is essentially no cell service in Black Rock City, so over the years Burning Man’s organizers have built reliable alternative comms. Burning Man Information Radio (BMIR) broadcasts on 94.5 FM to participants on-site, providing a mix of music and vital updates. In an on-site emergency, BMIR interrupts for “rumor-free updates and advisories”, helping quash misinformation and guide “burners” safely through dust storms or other hazards. They also set up loudspeakers on art cars and at camps when needed, and use a robust ranger program (trained volunteer communicators) to spread messages person-to-person. The success here is clear: by the time one attends Burning Man, they know that official info comes via these channels, not their phone. It’s a great case study in setting attendee expectations and having redundant systems. Many regional Burns (like AfricaBurn in South Africa or Midburn in Israel) and other remote festivals have adopted a similar model: invest early in alternative communications and train your community to use them.
Another success story: a boutique festival in the hills of Japan experienced a sudden earthquake during the event (thankfully a mild one with no injuries). Within minutes, staff had written notices in Japanese and English to post at stages and food stalls explaining what happened and that there was no major damage. Simultaneously, the stage MCs conveyed the same message live, and the team used a satellite messenger to get a tweet out on the festival’s official account for those off-site. Attendees later remarked that the swift and transparent communication made them feel safe, even in what could have been a scary moment. Trust was maintained and the festival continued smoothly.
These cases show that no matter the crisis – be it weather, accidents, technical failures or natural disasters – how you communicate is often remembered just as much as what you do to resolve the issue. Festivals that prioritize keeping their audience informed, through creative means when usual channels fail, earn a reputation for professionalism and care. Those that don’t, risk public backlash and a hurt brand image (not to mention endangering their attendees).
Conclusion: Be Prepared, Communicate Smart
Organizing a festival in a remote location is an incredible adventure, but it comes with serious responsibility. Part of that responsibility is being prepared to communicate under any circumstances. When coverage dies, the show must go on – safely and smoothly. By investing in backup communication tools (from satellite links to bulletin boards), and by crafting messages that are calm, clear, and inclusive, festival producers can navigate the toughest situations.
The next generation of festival producers can take these lessons to heart: technology is wonderful, but always have an analog fallback; speak the truth, but do so calmly; and never underestimate the importance of speaking in your audience’s language – literally and figuratively. As remote festivals continue to pop up in breathtaking but disconnected places, the smartest festival producers will be the ones who plan for the worst, ensuring the experience stays magical even when modern connectivity fails. In the end, effective crisis communication is about care and foresight – caring for your attendees’ well-being and having the foresight to say “what if the phones don’t work?” and planning accordingly. With that mindset, you’ll keep everyone dancing, even through the storm.
Key Takeaways
- Always have a backup comms plan for remote festivals: Don’t rely on cell service. Incorporate satellite phones/messengers, two-way radios, and other offline tools into your emergency toolkit.
- Use multiple channels to reach attendees: Mix high-tech (satellite, radios) and low-tech (notice boards, PA announcements, megaphones) methods so information will reach people one way or another.
- Keep messaging calm, clear, and consistent: In a crisis, communicate with a reassuring tone and factual updates. Make sure all staff relay the same approved messages to prevent confusion and rumors.
- Prepare for multilingual communication: Anticipate the languages at your festival and provide translations or symbols for key emergency info. Utilize bilingual staff or translators to spread critical messages.
- Learn from past incidents: Study how other festivals handled network outages or crises. Failures show what to avoid (e.g. radio silence), while success stories (like Burning Man’s radio system) offer roadmaps for reliable, credible communications when conventional networks fail.
25th August 2025