Pre-Trip Briefings: Packing Lists & Self-Reliance for Remote Festivals

Organizing a festival in a remote location comes with unique challenges. One crucial strategy to ensure a smooth event is providing attendees with thorough pre-trip briefings, including essential packing lists and guidance on self-reliance. This approach equips festival-goers to handle harsh elements and limited on-site amenities, ultimately reducing the strain on event staff and resources. This guide dives into practical steps for festival producers to educate their audiences before arrival – from footwear and sun protection to hydration, cashless payment backups, and shuttle planning – illustrated with real-world examples and hard-earned lessons.

Introduction

Remote location festivals – whether set on sun-scorched deserts, muddy farmlands, dense jungles, or isolated mountaintops – demand a higher level of preparedness from attendees. Unlike urban events where conveniences are nearby, these off-grid gatherings often require guests to bring everything they need and be ready for extreme conditions. Seasoned festival producers have learned that investing time in pre-trip briefings for attendees pays off enormously. By sending out mandatory preparation guides covering what to pack and how to fend for oneself, festival organizers empower guests to thrive in the elements while easing the burden on on-site services.

Why Pre-Trip Prep Matters: Imagine thousands of excited festival-goers showing up to a remote site unprepared – inadequate shoes for rough terrain, no protection from relentless sun and insects, scant water supplies, or clueless about how to catch the only shuttle back to town. The result? More medical issues, lost attendees, overwhelmed staff, and potentially dangerous situations that could have been prevented with better guidance. On the flip side, when attendees arrive well-equipped and informed, the festival runs smoother: fewer injuries and illnesses, shorter help desk lines, and a community of participants who can handle minor challenges on their own.

Lessons from the Field: Veteran festival organizers across the globe have embraced attendee education as a form of risk management. For example, Burning Man in Nevada’s Black Rock Desert famously upholds a principle of radical self-reliance, providing each first-timer with a detailed survival guide. The Burning Man guide emphasizes essentials like bringing at least 1.5 gallons (?5.7 liters) of water per person per day to the event (burningman.org). At the UK’s Glastonbury Festival, years of rain-soaked, muddy editions taught the value of proper gear – many attendees know to pack sturdy wellington boots after seeing verdant fields turn to swampy sludge where guests spent more time prying their wellies out of the mud than dancing (www.independent.co.uk). These examples underscore how clear pre-festival communication about packing and preparedness can make or break the attendee experience.

This guide consolidates decades of festival production experience into actionable advice for sending effective pre-trip briefings. By covering everything from footwear and weather-appropriate clothing to sun/bug protection, hydration systems, cashless payment backups, and shuttle schedules, festival producers can create a culture of self-reliance among attendees. The result: guests who not only survive in remote conditions, but flourish – all while reducing on-site strain on your festival’s infrastructure.

Crafting the Ultimate Pre-Trip Briefing

A pre-trip briefing is more than just an email reminder – it’s a comprehensive orientation package that prepares ticket-holders for the adventure ahead. The tone should be friendly and encouraging (think a mentor guiding a first-timer), yet also clear about requirements for safety and comfort. Here’s how to create a briefing that covers all bases:

• Start Early: Send out information well in advance, typically 2–4 weeks before the event, with follow-ups as the date approaches. Early communication gives international attendees time to obtain gear and allows everyone to ask questions.
• Make It Mandatory Reading: Present the briefing as must-read material. Consider using your ticketing platform’s tools – for instance, Ticket Fairy’s integrated email and notification system – to distribute the guide to all attendees. You could even require confirmation (a checkbox during online ticket redemption or an email reply) to ensure people actually see it.
• Format for Clarity: Use a clear layout (bullet lists, headings, icons) to make the packing checklist easy to scan. Break items into categories (e.g., “Clothing & Footwear,” “Camping Gear,” “Health & Hygiene,” “Travel & Documents”). Provide visuals or a printable PDF checklist if possible.
• Explain the “Why”: Don’t just list items – briefly explain why each is important, especially for newcomers. For example: “Sturdy boots – The terrain is uneven and often muddy. Sneakers might fall apart; open-toed shoes can lead to injury. Pack waterproof boots to keep your feet dry and supported.” When attendees understand the reason behind each item, they’re more likely to follow through.
• Tailor to Your Environment: Customize the advice to your festival’s specific location and season. Is it monsoon season in India? Emphasize rain gear and insect nets. High-altitude in Colorado? Warn about cold nights and thinner air. Tropical jungle in Indonesia? Highlight insect repellent and humidity management. By addressing local conditions (heat, cold, rain, wildlife, altitude, etc.), you show attendees that you’ve anticipated their needs.
• Encourage Questions and Community Tips: Provide a way for attendees to ask questions – maybe a FAQ page, online forum, or social media group. Veteran attendees often chime in with useful tips (like clever camping hacks or local insights) that can complement the official briefing.

With these principles in mind, let’s delve into the key components every remote festival pre-trip briefing should cover:

Essential Packing List Items for Remote Festivals

The cornerstone of pre-trip communications is a thorough packing list. This isn’t a generic “don’t forget your toothbrush” note, but a bespoke survival checklist geared towards the conditions at hand. For remote festivals, the list must prioritize items that keep attendees safe, comfortable, and self-sufficient. Below is a breakdown of critical categories and items that should be highlighted to festival guests:

1. Footwear & Weather-Proof Clothing

Why it’s crucial: Footwear can literally make or break someone’s festival experience. Remote sites mean irregular terrain – from rocky paths and prickly scrubland to mud and dust – so guests need shoes that can handle it all. Improper footwear leads to blisters, sprained ankles, or worse, sending folks to the medical tent unnecessarily.

What to communicate:
– Sturdy, Closed-Toe Shoes or Boots: Encourage attendees to pack broken-in hiking boots or other durable closed-toe footwear with good traction. Emphasize that fashion should take a backseat to safety in this case – no flimsy sandals when there are miles to walk on uneven ground. At events like Glastonbury or France’s Les Vieilles Charrues (often set on farmland), unexpected rain can turn fields into mud pits where only rubber boots will survive (www.independent.co.uk). Meanwhile, desert events (Burning Man, Mexico’s Sahara Festival, etc.) demand boots that handle hot sand and protect feet from the sun.
– Backup Footwear & Socks: Suggest bringing a second pair of shoes (in case one gets soaked or damaged) and plenty of socks. Few things are as demoralizing as putting on wet, mud-caked shoes on Day 2 because there’s no alternative. Dry socks and foot powder can prevent blisters and fungus, keeping attendees comfortable over multi-day events.
– Layered Clothing for All Weather: Remote locales often experience dramatic temperature swings. Advise guests to pack layers: for example, a lightweight long-sleeve shirt for sun protection that can double as a night layer, a warm hoodie or jacket for chilly evenings, and a waterproof poncho if rain is a possibility. Real-world tip: remind them that even in hot deserts like Nevada or Rajasthan, nights can become surprisingly cold once the sun sets. Conversely, mountain festivals (say in Colorado or the Alps) might have warm days but near-freezing nights.
– Rain & Mud Prep: If there’s any chance of rain or if the venue has a history of mud (like the famously muddy fields of some UK and European festivals), explicitly list rain boots (“wellies”), a raincoat or poncho, and perhaps even garbage bags or ziplocks to waterproof belongings. Share any known site conditions: e.g., “Parking is a 1 km walk from camp through grassy fields – waterproof boots are highly recommended if rain is forecast.” This level of detail helps attendees visualize and prepare for the journey from car or shuttle drop-off to their campsite.
– Sun Protection Clothing: (This ties into the next section, but mention it here too.) Items like a wide-brim hat, bandanas or buffs (to shield neck and face from sun and dust), and UV-blocking sunglasses are as much “apparel” as they are sun protection. For festivals in places like Australia or the southwestern US, a hat isn’t just fashion – it’s essential gear.

Pro Tip: If your budget allows, consider selling or including branded emergency rain ponchos or bandanas as merchandise. Some festivals keep a stock of affordable ponchos, sun hats, or even spare boots for purchase on-site – but stress to attendees that quantities may be limited, so it’s best they come prepared themselves.

2. Sun & Bug Protection Essentials

Why it’s crucial: Remote festivals often take place in open nature, meaning attendees are exposed to the elements – including intense UV sun rays and local insect life. Sunburn, heatstroke, mosquito bites, or tick bites can quickly turn a dream weekend into a medical issue. Preparing guests to protect themselves ensures their comfort and health, and prevents your first aid tents from filling up with avoidable cases of heat exhaustion or bug-borne irritation.

What to communicate:
– High-SPF Sunscreen: Mandate that every attendee brings and uses broad-spectrum sunscreen (SPF 30 or higher). Remind them to reapply throughout the day, especially if they’re sweating or if there’s water (for those festivals with lakes or rivers). Many outdoor event veterans have stories of severe sunburn on Day 1 ruining the rest of the festival – a scenario that’s preventable. If your festival is in a high-UV area (like summer in Nevada, Mexico, India, or Australia), underscore this in communications: “The sun at our altitude/latitude is extremely strong – sunscreen is a must even on cloudy days.”
– Head Coverings & Shade: Encourage packing a hat or cap for daytime. Even better, if your festival allows it, suggest bringing a personal umbrella or parasol for shade (more common in some cultures). For camping festivals, recommend items like reflective tarps or shade canopies over tents to keep the morning sun from turning camps into saunas.
– Insect Repellent: Whether the festival is in a forest, jungle, or near water, bugs can be relentless. Advise guests to bring a reliable insect repellent (with DEET, picaridin, or a natural alternative) and to apply it in the early morning and evening when mosquitoes are most active. If the area has ticks (common in grassy or wooded regions of the US, Europe, or Australia), mention wearing long socks or using tick-repellent clothing. Consider citing an example: “At a recent camping festival in Southeast Asia, those who forgot bug spray quickly found themselves covered in mosquito bites by nightfall.” It drives the point home.
– Sunglasses and Eye Protection: Quality UV-blocking sunglasses aren’t just for style – they prevent headaches, sun glare, and even sunburn of the eyes. If your location is dusty or prone to sand (like desert festivals), goggles or dust masks should be on the list too. For instance, Burning Man veterans always pack goggles and face masks to handle sudden dust storms on the playa.
– After-Sun and Bite Relief: This might seem extra, but it’s a considerate touch: suggest items like aloe vera gel (for sunburn relief) and hydrocortisone cream or antihistamine ointment (for soothing bug bites). These small items can dramatically improve someone’s comfort if they do get a bit too much sun or a few bites. Prepared attendees who pack these won’t need to visit the medic tent for minor irritations.

Local Tip: If your festival is in a region with specific critter concerns (like midges in Scotland, sandflies in New Zealand, or leeches in certain rainforests), call that out. Attendees will appreciate the heads-up (“Pack extra insect repellent – the mosquitoes at dusk are intense” or “Wear long pants in grass to avoid tick bites”). It shows that the organizers know the environment intimately and reinforces that the advice is tried-and-true.

3. Hydration Systems & Water Planning

Why it’s crucial: Dehydration is one of the most common issues at festivals, especially in hot climates or high-energy events where people are dancing all day. Remote festivals might lack easy access to amenities like nearby stores or unlimited tap water. In some locations, the festival must truck in water or attendees must bring their own. Teaching your audience to stay hydrated ensures their safety and lightens the load on your medical teams (who would otherwise be treating preventable dehydration or heatstroke).

What to communicate:
– Reusable Water Containers: Strongly urge attendees to bring one or two reusable water bottles or, better yet, a hydration backpack (a backpack with a water bladder and sip tube). Hydration packs allow hands-free, constant sipping – great for dancing in a crowd. In your briefing, note if your event will have water refill stations and how frequently they will appear. For example: “We have free water refill points at each campground and near every stage – bring a refillable bottle to make use of them.” This not only ensures people carry water, it aligns with sustainability by cutting down disposable bottle waste.
– Minimum Water Supply: If your festival is one where attendees must bring their own water (common in truly off-grid events), give a clear guideline. Borrow Burning Man’s rule of thumb: e.g., “Plan to have at least 4–5 liters of water per person per day. This covers drinking, basic hygiene, and some for washing if needed.” Instruct international attendees on whether local tap water is safe or if they should bring purification methods. Some wilderness festivals even suggest water filters or purification tablets if natural water sources (rivers, etc.) are nearby.
– Hydration & Cooling Gear: Beyond water itself, suggest tools to stay cool and hydrated. Electrolyte powders or sports drink tablets can help replace salts during long, sweaty days – include that in the packing tips (“Throw a few electrolyte packets in your kit to add to your water – your body will thank you after hours of dancing in the heat”). Also consider items like misting spray bottles, handheld fans, or cooling neck towels if your event is in extreme heat. For desert events, a small spray bottle to mist oneself (and friends) can be a lifesaver.
– Eating and Drinking Habits: Remind attendees to pace themselves with alcohol (and other substances) and to alternate those with water. (While this edges into attendee behavior rather than packing, it’s vital for self-care.) Your pre-trip briefing can tactfully include a line like, “Party smart: for every alcoholic drink, have some water. Dehydration can sneak up quickly in the sun.” You can’t control personal choices, but providing this guidance shows you care and it can prevent some medical incidents.
– Real-Life Examples: Mention how festivals have improved hydration infrastructure over time. For instance, California’s Coachella and Australia’s Splendour in the Grass now prominently feature free water stations after early years taught them that insufficient water access leads to more medical cases. On the flip side, there have been cautionary tales: Woodstock ’99 infamously suffered water shortages and overpriced bottles, contributing to attendee unrest and dehydration. While you needn’t harp on negative history in your guest-facing materials, these industry lessons are why you insist on “BYO water bottle” and constant hydration.

Organizer Tip: Consider providing a branded hydration pack or water bottle as part of the ticket package or as a purchasable add-on. Some events have even made it policy that no one is allowed through the festival gates without a water container – a rule that might slow entry a bit, but it virtually guarantees everyone has the means to carry water once inside.

4. Cashless Systems & Backup Plans

Why it’s crucial: Many festivals worldwide have moved to cashless payment systems – whether via RFID wristbands, festival-specific digital credits, or mobile apps – to streamline transactions and improve security. However, technology can fail or connectivity can falter, especially in remote areas with weak cell service. If attendees are unprepared for a cashless environment (or a failure of that system), they could end up unable to buy food, drinks, or essentials on-site. That’s a stressful scenario for them and can create complications for your crew if people start seeking help for something like a payment issue.

What to communicate:
– Explain the Cashless System: First, clearly explain your festival’s payment method. If it’s fully cashless, instruct attendees on how it works – e.g., “Your wristband is your wallet; load it with funds online before arriving or at top-up stations on-site. Most vendors will not accept cash or cards directly.” Include a brief how-to for international guests unfamiliar with the system, and highlight any fees or how refunds of unused credit will be handled post-event.
– Bring Backup Payment Options: Advise everyone to bring at least one backup form of payment and a small amount of emergency cash, even if your event is officially cashless. This could be a spare credit/debit card or a pre-paid card, kept separate from their main wallet. Emphasize that this is a just-in-case measure: if their primary card fails, their phone (for app payments) dies, or the network has issues, they won’t go hungry or thirsty. A bit of local currency is smart too – it can help with off-site needs or in the rare case a vendor can only take cash.
– Phone Charging & Apps: If your payment system relies on smartphone apps or QR codes (as some festivals do), stress that attendees must keep their phone charged. Suggest bringing a portable battery pack and cables. Also, instruct them to download any required payment app or festival app before arriving (since remote sites may have limited signal). Having an offline copy of their e-ticket or payment QR code saved to their phone’s wallet is wise, in case there’s no connectivity on-site.
– Share Past Glitches (Tactfully): Without scaring attendees, you can mention that other festivals have experienced cashless system glitches and that those who had a backup were relieved. For instance, in 2015 a major UK rock festival’s RFID payment system crashed, leaving thousands unable to buy food or water for hours (metalshockfinland.com) (metalshockfinland.com). By learning from such incidents, your festival urges people to never put all their eggs in one digital basket. This sets the expectation that while you have confidence in your system, it’s just smart to have a Plan B.
– On-Site Top-Up Info: If you will have cash top-up stations or ATMs on site, include that info. For example: “There will be two ATM machines by the Info Tent, but note they often run out of cash by the final day – so arrive with what you need.” Or, “Top-up booths will accept cash and cards if you need to load more funds to your wristband, but lines can be long at peak times. Consider loading funds online beforehand to save time.” This helps attendees plan their finances and avoid panic if they see a queue.

Bonus: While on the topic of money, remind attendees about secure storage of their valuables. Encourage use of on-site lockers or keeping backup cards/cash in a separate safe place. Losing a wallet in a city is an inconvenience; losing it in the middle of nowhere, with no easy access to banks, can end a festival trip early. A little foresight (like splitting cash between two spots, or carrying a photocopy of ID) can go a long way to ensure an unexpected mishap doesn’t ruin their experience.

5. Shuttle Schedules & Transportation

Why it’s crucial: Getting people to and from a remote festival can be one of the trickiest operational challenges. Often, festivals run shuttle buses from airports, hotels, or nearby cities, have limited entry/exit times, or require navigating country roads with special instructions. If attendees miss a shuttle or get lost on the way, it not only jeopardizes their experience but can also strain your resources if staff must assist or retrieve stranded guests. Clear communication about transportation plans and schedules is a vital part of the pre-trip briefing.

What to communicate:
– Detailed Shuttle Info: If your event provides shuttles (from a city, transit hub, or parking area), lay out the schedule and process in detail. For example: “Shuttles depart Singapore downtown at 10am, 2pm, and 5pm on Friday – you must check in 30 minutes before departure. The journey to the festival site takes ~2 hours. Return shuttles leave the site on Monday at 8am and 12pm sharp.” Include where to board, how to recognize the shuttles (e.g., bus numbers or branded signs), and any required shuttle ticket or reservation details. It’s smart to attach a simple timetable graphic in the email or link to a PDF for easy reference.
– “Don’t Miss the Bus” Emphasis: Impress upon attendees that they must not miss the last transport. If the site is inaccessible except during certain hours or via official shuttles, missing it could mean they’re stranded until the next window. Use clear, urgent language: “There is no public transit or late-night shuttle to the site. If you miss the final bus on Friday, you will not be able to enter the festival until gates reopen the next morning.” Nobody wants a repeat of events like TomorrowWorld 2015 in Georgia, USA, where lack of contingency plans left many attendees walking miles in mud at 2 AM after shuttles were halted due to weather (www.musictimes.com). Learning from such nightmares, your festival wants everyone to arrive and depart safely by sticking to the transport plan.
– Driving Directions & Parking: Not everyone will take the shuttle. For those driving, provide precise directions (GPS coordinates can help since remote areas often lack exact addresses). Note any quirks: “GPS might send you down a closed fire road – follow the festival signs instead.” Address parking clearly: Is on-site parking available? Is a permit required? When can vehicles come in or out? For example, “Parking is in designated lots only. Once parked, vehicles cannot exit until Sunday 8pm for safety, so pack everything you need from the start.” If you have a drop-off zone or rideshare point, explain how those work too.
– Local Transit & Carpool Options: If applicable, mention regional transit integrations. Encourage carpooling (perhaps via a partner app or a Facebook group) – it’s eco-friendly and helps those without cars. Some European festivals coordinate with train schedules, or provide shuttle pickups at the nearest station or bus stop. Share any relevant info: “A regional train from Munich to Bad Tölz (45 minutes) connects with our festival shuttles on Friday from 9am–5pm.” The goal is for every attendee to know exactly how they’re getting to your remote paradise, well before they set off.
– Maps and Navigation Aids: Attach or link to a simple map of the festival location relative to major roads or landmarks. In remote areas, cell service or Google Maps may fail, so advise downloading offline maps or printing directions. If your festival has a mobile app with maps, remind attendees to install it ahead of time. Also, warn about cell signal limitations if relevant: “Note: Mobile reception at the site is unreliable. Don’t rely on booking rideshares at the gate – they won’t work. Use our official shuttles or plan ahead for rides.” This prepares them mentally that once out there, they are off the grid, further reinforcing why following the provided transport info is critical.
– Shuttle Etiquette & Preparation: Include tips to make the travel process smoother: “Pack lightly for the shuttle – one large bag and one tent per person, as space is limited.” Or “Have your festival ticket and ID ready to show before boarding the bus.” Small details like these, mundane as they seem, can greatly speed up boarding if everyone follows them. As an organizer, you know a well-run ingress and egress is key, so getting attendees on the same page with procedures in advance is gold.

Case in Point: Boom Festival in Portugal provides its ‘Boom Bus’ riders with detailed instructions and even processes wristbands on the bus to streamline entry (boomfestival.org). Inspired by such practices, many event organizers have adopted robust transportation plans to efficiently ferry attendees. The key is to communicate those plans clearly and set expectations (for example, requiring guests to follow shuttle guidelines closely) to ensure a smooth operation. This not only validates your approach with industry precedent, but also makes attendees feel part of a well-thought-out operation.

Fostering a Self-Reliance Culture

Beyond the tangible items and logistics, a great pre-trip briefing instills a mindset of self-reliance and community responsibility. Especially at remote festivals, the spirit of “everyone takes care of themselves and each other” goes a long way. Here’s how promoters can encourage that culture:

• Set Expectations Clearly: Let attendees know that once on-site, resources like general stores, medical stations, or even water may be limited. This isn’t to scare them, but to reinforce that being prepared is part of the experience. Some festivals literally state, “There will be no vendors for supplies – you must arrive fully self-sufficient.” Even if your event does have vendors, emphasizing limited availability (“only basic first aid at medics, only some food vendors, nearest town is 50 miles away”) will push guests to double-check their pack list.
• Highlight Community Values: Many remote festivals build an incredible sense of community where attendees help one another. Encourage this in the briefing: “If you see someone struggling with their tent or looking sunburnt, lend a hand or share some sunscreen. We’re all in this together!” This reminds people that while they should take care of themselves, looking out for neighbors is part of festival ethos (as long as it doesn’t encourage anyone to mooch off others – balance is key).
• Share Success Stories: If your festival has happened before, share a quick anecdote of attendee preparedness making a difference. For instance: “Last year when a surprise cold front hit at night, festival staff witnessed festival-goers coming together – those who had extra blankets shared with neighbors who only packed for warm weather. While it was heartwarming to see the community support, it also underscored a lesson: those who thought ahead with extra layers stayed cozy, while others struggled. This guide is here to help everyone be that prepared.” Such storytelling makes the advice more relatable and memorable than a dry list of rules.
• Emergency Info & Backup Plans: Empower attendees with knowledge of what to do if something goes awry. Provide emergency contact methods (e.g., a phone number for on-site emergency services or the location of the medical tent). If the festival has safety officers or rangers (like Burning Man’s Black Rock Rangers), introduce that so attendees know who to approach for non-life-threatening help. Knowing this can actually make people more self-reliant – they won’t panic or burden staff with small issues if they have a clear idea how to handle situations (like where lost & found is, how to signal for help, etc.).
• Environmental Responsibility: Self-reliance also means taking care of the environment. Educate guests on “leave no trace” principles if applicable: bring garbage bags to pack out trash, use biodegradable soaps, and respect the land. When people take responsibility for their own waste, it reduces cleanup strain on the organizers. Include reminders like, “There are no trash bins in the forest – what you carry in, you must carry out.” If your festival has a deposit system or incentives for cleanup, mention it. A prepared attendee will pack the necessary items (trash bags, maybe a reusable plate/cup for food vendors, etc.), which again circles back to packing right.
• Accessibility & Inclusivity: Lastly, ensure your pre-trip info considers attendees of varying abilities and needs. For example, if someone has a medical condition that requires power (say, a CPAP machine or refrigerated meds), advise what facilities you have (e.g., a medical fridge, or “bring a small solar charger or extra batteries”). If the remote site has accessibility challenges (uneven ground, long distances), mention what support exists (wheelchair-accessible paths, shuttle transport for disabled patrons, etc.) and encourage those who need assistance to plan ahead or contact you. Self-reliance doesn’t mean “you’re on your own” – it means coming prepared and knowing what to expect, including how to tap into event support when needed.

Using the Ticketing Platform: As a festival producer, leverage any tools your ticketing partner provides to reinforce these messages. Ticket Fairy’s platform, for instance, allows automated pre-event emails, push notifications, and in-app updates to all ticket-holders. You could send a countdown series: “T-10 Days: Have you checked the packing list?” or a push notification the day before opening: “Don’t forget – bring a refillable water bottle and your shuttle pass!” Such timely nudges can significantly boost compliance with preparedness advice, especially for forgetful attendees. It’s all about meeting your audience where they are – via email, social media, or mobile app – and guiding them step by step.

Conclusion

A remote-location festival can be a life-changing adventure, but it requires a partnership between organizers and attendees. The organizers provide the space, entertainment, and safety framework – attendees bring the preparation, respect for the environment, and willingness to be self-reliant. Pre-trip briefings are the handshake that seals this partnership. By clearly communicating packing lists and survival tips, festival producers effectively hand over to their guests the tools they need to thrive under tough conditions.

When done right, you’ll witness the payoff: attendees who arrive with the right gear and mindset are more comfortable, more engaged, and less likely to require emergency assistance. Your team can then focus on delivering an amazing experience – the music, art, and magic – instead of scrambling to solve basic problems that preparedness could have prevented. From the blistering deserts of Nevada and Rajasthan to the rainy fields of England or the tropical forests of Indonesia, the principle holds true: informed, well-prepared festival-goers create a stronger, safer festival community.

As you plan your next remote festival, invest the time in creating that ultimate pre-trip briefing. It’s one of those behind-the-scenes efforts that might not be glamorous, but it epitomizes wisdom in festival production. In the end, the smiles of thousands of well-prepared, empowered attendees – dancing blissfully under the sun or stars, come scorching heat or pouring rain – will be the ultimate reward.

Key Takeaways

• Early, Detailed Communication: Send essential packing lists and survival tips to ticket-holders well before the event. Use clear, digestible formats and emphasize that this info is mandatory for a safe, enjoyable experience.
• Must-Have Gear: Urge attendees to pack for the elements – sturdy footwear for rough or muddy terrain, weather-appropriate clothing layers, sun protection (hats, sunscreen) and insect repellent, plus a reliable water container or hydration pack. These essentials dramatically cut down on on-site emergencies.
• Hydration & Health First: Stress the importance of staying hydrated and nourished. Make sure guests know to bring ample water or have containers to refill, carry electrolytes, and be mindful of heat and sun exposure. Prepared attendees mean fewer medical incidents for your staff to handle.
• Self-Reliance with Backups: Educate festival-goers on being self-sufficient but also having backup plans. In a cashless environment, that means a secondary payment method and perhaps some cash. For communication, it means not relying on cell service (download maps, carry a battery pack). When everyone has a contingency, minor hiccups won’t derail the event.
• Transparent Transport Plans: Clearly outline how to get to and from your remote venue. Provide shuttle schedules, driving directions, and timing warnings so no one gets left behind. A well-informed attendee will follow the plan, easing traffic control and entry operations on the ground.
• Culture of Preparedness: Foster an ethos where attendees understand it’s on them to come prepared and to care for themselves and their friends. Highlighting this partnership doesn’t diminish the organizer’s role – it enhances cooperation. The result is a festival where people are equipped to handle challenges, freeing your team to focus on delivering the core experience.

By implementing detailed pre-trip briefings and instilling a self-reliance mindset, festival producers can significantly reduce on-site strain and ensure that both guests and staff have a safer, more enjoyable time. In the world of remote location festivals, preparation is the key to unlocking a truly magical, worry-free celebration under the open sky.