At festivals big and small, there’s nothing worse for attendees than the panic of a lost phone, missing wallet, or a dead battery in the middle of the event. In the high-energy atmosphere of electronic music festivals and beyond, successful festival organizers know that offering secure storage, charging stations, and an efficient lost & found isn’t just a courtesy – it’s essential for a smooth-running event. These services keep your audience happy, safe, and focused on enjoying the music rather than worrying about their belongings.
Lost & Found, lockers, and phone charging may seem like operational details, but they can make or break the attendee experience. Let’s explore how veteran festival producers around the world approach these amenities, with practical tips on planning, placement, and policies that ensure everything from smartphones to car keys find their way back to owners – and everyone leaves with positive memories.
Secure Lockers: Keeping Belongings Safe and Hands-Free
Attendees often bring bags, jackets, merchandise, and personal valuables that they don’t want to carry or risk losing in the crowd. Providing secure lockers on-site gives festival-goers peace of mind and literally lightens their load so they can dance and roam freely. Modern festival lockers, especially RFID-enabled lockers, have become popular in the USA, Europe, Asia, and beyond for their convenience and security.
Why RFID lockers? RFID (radio-frequency identification) technology allows lockers to integrate seamlessly with festival wristbands or ticket codes. Instead of worrying about a physical key (which itself can be lost), attendees can unlock their rented locker quickly with a tap of their RFID wristband or a QR code on their phone. This makes the process faster and more secure – only the assigned user’s credential opens the locker. It also reduces lost-key headaches for the event staff. For example, large-scale festivals in Belgium and the UK have adopted intelligent locker systems that track usage in real-time, support cashless payments, and even include phone charging inside each locker. Many events allow guests to pre-book lockers online (often as an add-on during ticket purchase) to guarantee availability. Pre-booking not only guarantees attendees a locker upon arrival but also helps the festival estimate demand and streamline check-in for locker areas.
Placement is critical. Lockers should be located conveniently near main thoroughfares but not directly in them. If locker placement is poor (for example, directly in a narrow walkway), it can create choke points as people queue or congregate. Some festivals have learned this the hard way when an ill-placed locker station caused crowd congestion – a scenario best avoided with thoughtful planning. A common strategy is to place locker banks near the main entrance or central hub of the festival site – areas attendees naturally pass by – while ensuring the kiosks or locker trailers are set off to the side so crowds accessing lockers won’t block traffic flow. For instance, a major festival in Mexico City found success positioning lockers just off the main boulevard of food vendors: close enough to be handy, but far enough to avoid bottlenecks. Good signage is key here – clearly mark the locker locations on festival maps, apps, and with tall banners or flags on-site so people can find them throughout the event (especially important at night or after a few drinks). If your festival spans a large area or has separate sections (like a camping area and a main arena), consider multiple locker locations to serve each area.
Operations and security. Whether you run lockers in-house or hire a specialist vendor, ensure they are monitored. Attendees will occasionally forget their locker number or have trouble, so having staff or a help desk nearby to assist is invaluable. A 24/7 staffing plan (or at least during all event hours) prevents frustration – no one should find their locker area unstaffed when they need it. If using RFID lockers, have a manual backup method in case technology falters (for example, a master key card or override code) and test your power sources; many locker units are solar-powered with battery backups, but you should verify they can keep running after dark or in bad weather. Ensure the units are sturdy and weather-resistant, especially for outdoor festivals – nothing ruins goodwill like a locker unit failing in the rain.
Small festival tips: Even if you can’t afford high-tech lockers, you can adapt the concept. Smaller events in countries like New Zealand or regional community festivals might set up a simple coat-check style bag-check tent where staff store items for attendees. It’s essentially a manual locker: staff give out a claim ticket and secure the item in a tagged bag or behind a counter. This requires trustworthy staff and a clear record-keeping system, but it can provide a similar benefit. Just remember to secure the area and provide receipts or tags so only the right person can retrieve the item. Even a simple coat check can dramatically reduce lost jackets on the dancefloor and give attendees a sense of security.
Charging Stations: Keeping the Music (and Phones) Alive
In the era of smartphones, an all-day festival can quickly drain batteries – with attendees using phones for photos, cashless payments, navigating the site, and communicating with friends. A dead phone isn’t just a nuisance; it can become a safety issue if someone gets separated from their group or needs to access their mobile ticket for re-entry. Forward-thinking festival producers offer phone charging solutions to keep their crowds powered up and connected.
Supervised charging points. The ideal setup is to create supervised charging stations where attendees can leave their devices safely. Simply scattering some power outlets or unsupervised charging kiosks in a corner isn’t enough – people worry about theft or might hover anxiously over their phone. Instead, set up a charging tent or booth staffed by event personnel (or a trusted vendor) who can check in phones for charging similar to a coat check system. For example, at a popular electronic music festival in Singapore, organizers implemented a “phone valet” service: attendees handed in their phones at a booth near the main stage, staff tagged each phone and provided a claim ticket, and the phones were plugged into a secure charging rack. Attendees could then enjoy a few sets and return later to pick up a freshly charged device. This supervised approach prevents theft and mix-ups, and it reassures festival-goers that someone is watching over their precious smartphone. In contrast, leaving charging stations completely unsupervised can backfire. Some events that simply provided open charging tables experienced missing phones and frustrated attendees. It’s a lesson that monitoring and secure setup are worth the effort.
Charging lockers and other options. Another convenient option is offering charging lockers – small locker compartments each equipped with charging cables or USB outlets inside. These function like regular lockers but specifically for electronics, often fitting a phone and maybe a wallet. Attendees can lock their phone charging inside and come back after an hour or two. Charging lockers can be RFID-enabled as well, integrating with the same wristband system mentioned earlier. They have been commonplace at large events in the United States, Canada, and Australia – giving people a way to “plug in and lock up”. Whether you provide this as a free courtesy or a paid service, make sure the pricing (if any) is reasonable and clearly communicated. Sometimes a sponsor might underwrite free charging stations (in exchange for branding the charging tent with their logo), which can be a win-win.
Location and setup. Just like general storage lockers, place charging stations nearby high-traffic zones but out of the way of foot traffic. A spot adjacent to an information booth or medical/welfare tent can work well – those are places attendees may already look for help, and they’re typically centrally located. However, avoid placing charging facilities too close to loud stages (people might not want to leave their phone where the speaker vibrations are intense, and staff will have trouble hearing people). If your festival runs into the night, ensure the charging area is well-lit for safety and clearly signposted. Provide a variety of charging cables (Lightning, USB-C, Micro-USB, etc.) to accommodate different devices, or instruct attendees to bring their own cables if that’s easier logistically.
Managing demand and expectations. Charging resources can be quickly overwhelmed, so scale the number of outlets or locker units to your crowd size. Use past data or simple math – if you have 20,000 attendees, even a 1% simultaneous charging need means 200 outlets or ports required. Obviously not everyone will charge at once, but you want enough capacity to avoid excessive wait times. If you can’t provide hundreds of ports, consider time limits or politely ask people to pick up once charged to free spots for others. Posting a charging schedule or having sign-up sheets is usually impractical at a festival, so it often works on a first-come basis – which is fine as long as there’s supervision and communication. Some events lend out portable battery packs (attendees leave a deposit or ID and get it back when the charger is returned), which is another approach to explore for smaller venues or indoor events.
Finally, emphasize safety at charging areas: with power strips and many devices, ensure cords are organized and in good condition to prevent tripping or electrical hazards. All equipment should be protected from rain (if outdoors) and connected to reliable power sources or generators. If using any DIY setup, have an electrician verify it meets safety standards. Providing charging is about convenience, but it should never compromise safety or power availability for critical operations.
Lost & Found: Reuniting Attendees with Their Treasures
Despite everyone’s best efforts, things will get lost at a festival. Phones slip out of pockets in the dance crowd, jackets get left on fences, and IDs fall out of bags. A well-run Lost & Found service turns these mishaps from potential disasters into moments of relief for your attendees. Done right, it also demonstrates your festival’s care for its community. However, when lost property is poorly managed – for instance, when a festival simply tosses found items in a box with no logging – it can become a source of frustration and negative feedback. Many seasoned festival teams have learned the hard way that a haphazard approach leads to low return rates and unhappy patrons. Here’s how to set up a lost & found that truly helps people.
Dedicated, well-marked area. First, assign a specific location on site as the Lost & Found booth or tent. This area should be secure, sheltered (protect those found items from the elements), and easy to find. Make it extremely obvious: use large “Lost & Found” signs, and include the location on venue maps, the festival website, and any mobile app. In many festivals around the world – from large UK and US music festivals to family-oriented events in New Zealand – lost & found is often located near the main information center or customer service area. That way, when someone is in distress over a lost item, they’re naturally guided to the right place. If your event is multi-day or spread out, you might even establish multiple collection points (for example, one at each major section of the grounds) where staff can collect items and then shuttle them to a central lost & found office.
Training staff and equipping the station. The lost & found should be staffed by a trustworthy, patient team who understand the importance of these items to attendees. Train them in handling upset people gently – losing a phone or wallet can be very stressful, and occasionally you’ll encounter a panicked or distraught guest. Staff should also be trained to handle potentially dangerous items: for instance, if a bag is handed in, they must be cautious in searching it (there could be sharp objects, medications, etc.). Provide gloves and a protocol for dealing with things like medicine (store with care), or illegal items (which should involve security personnel or police if found).
Equip the lost & found area with the tools of the trade:
– Inventory logs (digital or paper): Every item turned in should be tagged and recorded. At minimum, record what it is, when and where it was found (if known), and who received it. For efficiency, categorize items (e.g., phones, wallets, clothing, keys, jewelry, etc.) and maybe have separate bins or shelves for each category.
– Camera or phone for taking pictures: A powerful tip is to photograph each found item and assign it an ID number. This creates a “pictured inventory” that can be referred to when someone comes looking. For example, if someone asks about a lost black jacket, staff can quickly scroll through photos of all jackets found. This visual aid speeds up matching and prevents misunderstandings. It’s also helpful for post-event online listings of found items.
– Chargers and power bank: Keep common phone chargers handy. As veteran lost & found managers know, many found phones come in dead or locked. Being able to charge a phone a bit to see the lock-screen (which might have an emergency contact or recognizable photo) or to answer an incoming call from the owner’s friend can solve a case quickly. Similarly, a powered phone might ring and allow staff to coordinate a return if the owner calls their device.
– Forms for claims: Have a short form for people to fill out when they come to claim an item. This should capture their name, contact, description of the item they’re claiming, and ideally a signature and ID check if it’s something valuable. This creates a paper trail so you can track that items went to the rightful owners. It also discourages false claims – knowing that you require details and a signature can deter someone from trying to claim something that isn’t theirs.
Efficient processes for matching and returning items. The goal is to maximize the chance that lost items are reunited with owners. Encourage everyone on the event staff to funnel found items to Lost & Found quickly. Security personnel, cleaning crews, and volunteers should all know that if they pick up any lost property, it goes to the lost & found booth (or an info point that will send it there). Announcements can help too: periodically, a message on the PA or in the event app can remind attendees, “If you find an item that isn’t yours, please turn it in at the Lost & Found tent next to the main gate.” Attendees generally want to do the right thing; many will bring found wallets or phones directly. Make it easy for them by having that station clearly marked and staffed.
When a person comes looking for something, staff should ask them to describe the item in detail rather than just handing over the closest match. This ensures the right person gets the right item. For tricky categories like smartphones, it might be necessary to ask for a specific identifier. A classic example: at a large festival in the UK, the lost property team received dozens of identical model black iPhones. They learned to ask for the phone’s background image, case color, or an unlock code to verify ownership. In some cases, the serial number or IMEI (unique phone identifier) is extremely useful – some lost & found services ask upfront for that info in a claim form to distinguish identical devices. While not every festival can go to those lengths, at least be prepared for the popular phone models to appear in multiples.
Closing times and after-event retrieval. One commonly overlooked aspect is what happens to lost items after the festival is over. To reduce chaos and post-event churn (dozens of frantic emails or returns weeks later), clearly publish the lost & found closing times and retrieval policies before the event ends. For instance, announce that “The Lost & Found tent will be open until 1 hour after the final performance” and let people know what will happen to items after that. Many festivals specify that unclaimed items will be kept for a certain period (e.g. 30 days) and then donated to charity or disposed of. Some will take valuable IDs or passports and mail them to a central location or the local authorities. The key is to communicate this policy widely:
– Mention it on your website and social media as the festival concludes.
– Post a sign at the lost & found booth saying something like “After the event, contact us at [email/phone] for lost items. Items not claimed within 30 days will be donated.”
– Instruct staff to verbally inform people who come to lost & found near closing about how to follow up later on.
By publishing a clear retrieval policy, you manage expectations. Attendees will know how long they have to reclaim something and what steps to take. This significantly reduces the volume of inquiries blowing up your inbox after everyone has gone home. For example, a festival in Australia might state on their info page that lost items are moved to a city office post-event and provide an email for contact; knowing this, attendees won’t panic if they realize a day later that something was lost – they’ll follow the given instructions calmly.
Finally, once your “post-show” lost & found period ends (say that 30 days), be sure to handle unclaimed items responsibly. Donating usable items (clothing, sunglasses, etc.) to charity is a feel-good solution that can benefit the community. Sensitive items like IDs or bank cards should be shredded or handed to authorities (many festivals work with local police to return official documents). And always wipe any phones or electronics that remain unclaimed before recycling them, to protect attendee privacy.
Key Takeaways
- RFID Lockers & Secure Storage: Providing lockers at your festival – especially modern RFID-enabled ones – gives attendees a safe place for their belongings. Place lockers conveniently near high-traffic areas, but off to the side to avoid clogging walkways. For smaller events, a supervised bag check can serve a similar purpose.
- Supervised Charging Stations: Don’t leave your attendees powerless. Offer phone charging services that are secure, such as staffed charging booths or charging lockers. These should be well-lit, well-marked, and stocked with the right cables, ensuring guests can recharge and stay connected without worry.
- Well-Organized Lost & Found: A clearly signed, centrally located lost & found with trained staff and a solid system (item logs, tags, and photos) is a must. Efficient processes for recording and returning items, plus a bit of empathy, go a long way in turning lost-&-found into a positive story instead of a nightmare.
- Clear Policies & Communication: Always communicate how and when attendees can reclaim lost items. Share lost & found closing times and post-event procedures (like an email contact or pickup location) before everyone leaves. This transparency prevents confusion and reduces post-event workload, while ensuring more lost items make it back to their owners.
- Enhance Safety and Experience: Ultimately, these services prevent minor issues from becoming major problems. By investing in secure lockers, charging points, and a robust lost & found, festival producers improve on-site safety, boost attendee satisfaction, and protect the event’s reputation. Happier attendees mean a more successful festival and a loyal returning crowd year after year.
20th September 2025