Backstage Etiquette and Security at Festivals
How to keep artists, crew, and VIP guests happy behind the scenes
Backstage at a country music festival (or any major festival) is a world unto itself – a bustling mini-city of artists, crew, and VIP guests. Seasoned festival producers understand that what happens backstage can make or break the on-stage performance. A chaotic or uncomfortable backstage will seep into the show, while a well-run, welcoming environment lets talent shine. This guide shares hard-earned wisdom on backstage etiquette and security to ensure everyone behind the scenes stays safe, happy, and focused on delivering an amazing show. From managing credentials and catering to fostering a positive culture, these tips apply whether you’re running a small boutique folk fest or a massive country music extravaganza.
Separate Artist, Crew, and Guest Traffic with Clear Credentials
One of the first rules of backstage management is controlling who goes where. To avoid traffic jams and security breaches, festival organizers use tiered credentials and designated pathways for different groups:
– Artists & Their Crew: Provide artists and their support crew (instrument techs, tour managers, etc.) with all-access passes that let them get to stages, dressing rooms, and production areas quickly. Ensure stage entrances and corridors are restricted to only those with artist or crew credentials. For example, Glastonbury Festival’s massive site has clearly marked artist-only routes between stages, and events like Stagecoach use color-coded wristbands to differentiate artists, crew, and VIPs.
– Production Staff: Stagehands, audio/lighting techs, and festival staff need their own passes – often with access to all technical areas but not necessarily artist dressing rooms. Distinct badges (with titles or color codes) help security spot them easily. At large events, consider separate catering or rest areas for crew to recharge away from the public eye.
– VIP Guests & Media: VIP ticket-holders, accredited media, and artist guests might be allowed in some backstage zones – but never in crew-only or artist prep areas without escort. Set up a dedicated guest meet-and-greet area if artists are open to meeting VIPs or contest winners, so this can happen in a controlled space. For instance, country festivals like CMA Fest often have artist meet-and-greet sessions in designated tents rather than in the hectic main backstage.
– Different Access Levels: Use a well-defined credential system: “All Access”, “Stage Access”, “VIP Guest”, etc., and make sure they are visually distinctive (laminate passes with bold text, color bands, or RFID tags). This clarity prevents awkward standoffs at checkpoints – everyone from security to artists should know at a glance who is allowed where.
It’s wise to brief all staff and volunteers on the credential colors and permissions. Physical barriers (fencing, gates) combined with scanners or checkpoint staff ensure nobody wanders where they shouldn’t. Regularly remind crew not to let friends “slip in” without proper clearance – a well-run festival backstage is not the place for surprise visitors. By keeping traffic separated and credentials clear, you reduce accidents and delays. Event safety experts often note that festival sites are akin to construction zones – full of forklifts, cables, and other hazards (www.britsafe.org). Allowing unauthorized people to wander backstage isn’t just a security risk, it’s a safety issue. A smoothly run backstage starts with the right people in the right places.
Keep Catering Predictable and Labeled for Allergens
Feeding your backstage team isn’t just a courtesy – it’s a vital part of keeping everyone energized and content. Catering backstage should run like clockwork. Set predictable meal times (e.g. breakfast, lunch, dinner at standard hours) so artists and crew know when to grab a bite between soundchecks and sets. Post the meal schedule backstage and stick to it so no one goes hungry waiting on a delayed sandwich.
Equally important is accommodating dietary needs. Today’s festival crews and artists often include vegans, vegetarians, gluten-free folks, and people with serious food allergies. Clearly label all dishes with common allergens and ingredients. For example, mark “contains peanuts”, “gluten-free”, or “vegan” on the buffet cards. Not only does this show professionalism and care, but it prevents health emergencies. (In many countries, it’s also a legal requirement for caterers to declare major allergens in food (www.concertocatering.com).) When artists see a well-labeled catering spread, they know the organisers have their well-being in mind. Country singer Tim McGraw, for instance, follows a strict diet on tour – a festival that accommodates such needs will win favor and likely a return booking.
Keep the menu consistent and high-quality. It doesn’t have to be five-star cuisine, but it should be nutritious and satisfying. A hearty chili with a vegetarian alternative, a salad bar, and some comfort food like BBQ chicken (with a tofu option) can cover a wide range of tastes. Avoid experimenting with exotic dishes on show day – save the spicy curry for after the festival, unless you want a band with upset stomachs! The key is predictability: festival folks appreciate knowing that each day at 6pm there will be a hot meal, and that the food won’t be a risky adventure.
Backstage catering failures have real consequences. One European rock festival in 2023 was canceled mid-run, and performers blasted the organizers for dismal hospitality. The tour manager of Electric Callboy reported they had no proper lunch or even drinking water backstage, calling the situation unacceptable (festivalnet.com). Don’t let that happen at your event. If in-house catering is too much to juggle, hire a professional catering company with festival experience. They can manage bulk meals, special diet requests from artist riders, and late-night snacks for crew working overtime. And always have plenty of water and coffee easily available. Hydrated, well-fed artists and crew are far more likely to deliver a great show.
Provide Privacy without Isolation
Artists need a space to relax and prepare, away from the fans’ eyes – but that doesn’t mean locking them in a tiny room all day. Striking a balance between privacy and comfort is crucial. Provide private areas for artists, such as dressing rooms or trailers, where they can decompress, warm up their vocals, or just have a moment of quiet. Ensure these spaces are secure and off-limits to anyone but authorized personnel. A respected headliner at a country festival might want to invite family backstage; having a private lounge area allows them to do so without feeling on display.
However, too much seclusion can be counterproductive. Many performers enjoy the camaraderie of a festival and get inspired by interaction with fellow artists. That’s where an artists’ lounge or common area comes in. Create a comfortable shared space backstage where artists (and maybe their key crew) can mingle if they choose – perhaps a tent with couches, snacks, and soft music. At mega-festivals like Glastonbury or Coachella, there’s often an “artist village” or hospitality area where musicians hang out together. Country music events are known for a friendly, family-like atmosphere, so facilitating artist interaction can lead to memorable on-stage collaborations. For example, at Nashville’s CMA Fest, it’s not uncommon for country artists to guest in each other’s sets – those impromptu duets often spark from casual backstage meet-ups.
Design your backstage layout to offer both privacy and community. Give each artist a personal room or tent (with comfortable seating, a mirror, phone chargers, and some of their requested amenities from their rider). Situate these rooms around a communal hub – like a catering dining area or lounge – so artists can choose to join others or retreat as needed. Importantly, don’t force socialization: some artists, especially just before a show, may want solitude to focus or overcome pre-show nerves. An experienced festival organizer will read the room – provide a polite artist relations staff to check in on artists, let them know what’s available (“Dinner’s at 5pm in the lounge, and we have a quiet yoga space if you need to stretch out”), and then give them space.
Physical comfort counts toward privacy too. Make sure backstage facilities are up to par: clean restrooms, mirrors, showers if possible, and climate control (nobody wants to prep for a set in a sweltering tent or shivering trailer). If your festival is outdoors in summer, consider fans or AC units in green rooms; if it’s a chilly mountain folk festival, provide heaters. These touches ensure artists feel taken care of without feeling cut off. When performers feel comfortable and respected backstage, they walk on stage relaxed and ready to give their best.
Train Security and Staff on an Artist-Friendly Tone
Security personnel and backstage staff are the gatekeepers of this sanctuary – but how they do their job makes all the difference. Every festival producer should invest time to train the security team on professionalism and friendliness, especially in how they interact with artists and VIPs. This starts with understanding festival culture: unlike a nightclub bouncer dealing with unruly patrons, festival security are dealing with the talent and the talent’s trusted circle. The tone must be firm but respectful and accommodating.
First, ensure all security staff can recognize artist and crew credentials instantly. There’s nothing worse for an artist than feeling unwelcome at their own show because a guard doesn’t recognize their pass. True story: a few years ago, a well-known singer at a UK festival was momentarily stopped by an overzealous guard who didn’t know she was a headliner – not a good look! Avoid such gaffes by briefing security on the lineup, showing them photos of the artists, and even assigning specific security liaisons for headliners. At large events, having an artist relations/security liaison who can escort artists and smooth over any issues is invaluable.
Next, emphasize a customer service mindset for security. At many country music festivals, security teams are even encouraged to infuse a bit of local hospitality – a warm greeting or a “howdy” can put a nervous artist at ease without compromising authority. Artists and crew are in a high-pressure environment; a friendly face at the checkpoint or stage entrance can ease tensions, whereas a gruff attitude can sour someone’s mood. These days, festival security training often stresses communication and a positive demeanor. Teach guards phrases like “How can I help you?” or “Good luck out there!” in appropriate situations. Of course, rules still need enforcement – if a bassist’s cousin lacks the right pass, security must politely redirect them to the proper area or get approval from management, rather than just barking “You can’t be here.”
It’s also important that backstage staff (like stage managers, runners, or hospitality crew) adopt an artist-friendly tone. This can be as simple as using polite language, keeping calm even if things get hectic, and being solution-oriented (“Let me check on that for you” instead of “No, that’s not my job”). When everyone backstage shares a courteous, can-do attitude, artists feel supported. This doesn’t happen automatically – make it part of your pre-festival training and briefings. Some festivals even create a quick guidebook for backstage etiquette for volunteers, covering confidentiality (no gossiping about artists), respect for personal space, and how to handle common requests.
Ultimately, security and staff are there to make the event run smoothly, and that includes keeping artists happy. A smile and a bit of extra effort go a long way. By training your team to be both vigilant and welcoming, you create an atmosphere where artists trust the festival crew. That trust might mean the difference between a band eager to return next year versus one that tells their peers to avoid your event.
Backstage Culture Appears On Stage
As the curtain rises (or the stage lights blaze on a festival field), the audience will see and feel the results of your backstage environment. A positive backstage culture – one of professionalism, respect, and camaraderie – will manifest in electric performances and smooth set transitions. Think of backstage as the unseen engine of the festival. If that engine is well-oiled and humming (i.e., schedules are kept, people are fed, and everyone feels respected), the “vehicle” of the festival runs at full speed, delighting fans.
On the other hand, if backstage is plagued by disorganization, tension, or neglect, sooner or later those issues creep on stage. An artist upset over a missed meal or a disrespectful interaction might carry that frustration into their set (even unconsciously). You might notice shorter performances, lackluster energy, or in worst cases, public complaints. Festival veterans often swap war stories of events where logistical nightmares backstage led to on-stage rants or bands vowing never to return. Don’t let your festival be one of those stories.
Instead, aim to cultivate a backstage community that mirrors the joyous spirit you want on stage. Encourage small touches that boost morale: a thank-you note on the door of each dressing room from the festival team, or a board where crew can see the positive social media comments coming in from fans. Some festivals set up “safe hubs” or wellness areas backstage – for example, UK festivals have partnered with the charity Music Support to offer mental health support tents for artists and crew (www.britsafe.org). Taking care of your backstage family’s mental and emotional health will pay dividends in the performances they deliver.
Remember that festivals, especially in genres like country music, often feel like reunions. Artists, crew, and even journalists might know each other from the circuit. A welcoming backstage with a strong sense of teamwork and respect allows that festival “family” to thrive. That energy absolutely telegraphs to the crowd. When artists feel safe, appreciated, and part of something special, they’re more likely to give those surprise encores, interact warmly with fans, and speak glowingly of the festival afterward.
In sum, treat your backstage culture as carefully as you plan your stage sound and lighting. It’s an integral part of the show experience. By keeping it secure, comfortable, and positive, you set the stage (literally) for incredible performances that fans will remember. As any veteran festival producer will attest, happy backstage, happy onstage.
Key Takeaways
- Strict Access Control: Use clear, tiered credentials (passes, wristbands) to separate artists, crew, and guests. Limit backstage access to essential personnel and enforce it with well-trained security at checkpoints.
- Organized Flow: Design backstage routes and schedules to prevent bottlenecks – separate pathways for performers and crew minimize accidents and delays during set changes.
- Quality Catering: Provide regular meals and snacks at predictable times. Hire experienced caterers if needed, and label foods for dietary needs (vegan, gluten-free, allergens) so everyone stays nourished and safe. Hydration is key – keep water readily available.
- Artist Comfort & Privacy: Set up private dressing rooms or lounges for artists to relax, but also offer a communal area if they want to socialize. Balance giving artists personal space with making them feel included in the festival community.
- Professional, Friendly Staff: Train security and backstage crew to be polite, helpful, and respectful. An artist-friendly approach (while still enforcing rules) makes performers feel welcome and reduces stress.
- Positive Backstage Culture: Foster a supportive, well-organized backstage environment. A happy, respected crew and artist group will translate to better on-stage energy and a successful festival. Keep morale high and issues low – the audience will notice the difference!
25th August 2025