Know Before You Go: Crafting an Essential Pre-Festival Attendee Guide

Why a “Know Before You Go” Guide Matters

Seasoned festival producers emphasise that an attendee’s experience begins long before they arrive at the gates. A comprehensive “Know Before You Go” guide sets the tone for a smooth event by ensuring fans are well-prepared and informed. Clear, proactive communication can eliminate uncertainty and build excitement for your festival. In fact, email is one of the most effective channels for this – around 88% of people check their email at least once a day, making it a powerful way to deliver important pre-event info (www.ticketfairy.com). When attendees know what to expect, entry lines move faster and fewer people get lost or overwhelmed, significantly improving on-site safety and happiness (www.ticketfairy.com).

Why invest time in a pre-festival attendee guide? A well-crafted guide can dramatically reduce day-of confusion, decrease the volume of repetitive questions your team fields, improve compliance with safety rules, and even increase customer satisfaction scores. Fans who show up prepared – with the right items packed, documents ready, and realistic expectations – are more likely to have a positive experience and spread good word-of-mouth. In short, an informed attendee is a happy (and safer) attendee. On the operations side, fewer surprises at the gate mean security screening runs smoothly and your staff can focus on delivering great service rather than enforcing basic rules. It’s a win-win for attendee experience and festival staff efficiency.

Major festivals around the world have recognised this. From California’s Coachella to the UK’s Glastonbury, organisers now publish detailed “what to know before you go” resources for ticket-holders. These guides often cover everything from how to get to the venue, to what to pack (and what not to), to on-site facilities and emergency procedures. For example, Lollapalooza provides a thorough online welcome guide for its 100,000+ attendees, including sections on directions, allowed and prohibited items, health & safety protocols, and even how to activate cashless wristbands for food and merch purchases. By sharing such information in advance, festivals create a sense of trust with their community and set everyone up for success. Newer or smaller festivals might feel they don’t need an elaborate guide, but even a simple checklist emailed out beforehand can make a huge difference in attendee satisfaction.

Below, we break down the key components to include in your pre-festival attendee guide, with practical tips and examples from festivals large and small. Whether you’re planning a 500-person local food festival or a 100,000-strong international music festival, crafting the right “know before you go” communication is an essential part of delivering a world-class attendee experience.

Covering the Essentials: What to Pack

One of the first things attendees will wonder is what they should bring with them. Your guide should remove the guesswork by providing a packing checklist tailored to your event. Start with the absolute essentials every festival-goer needs:
– Tickets or Wristband – Remind attendees to bring their festival ticket, e-ticket barcode, or RFID wristband (if mailed in advance). Lost tickets can be a major headache, so encourage fans to secure these items and bring valid ID matching the name on the ticket for verification.
– ID and Payment – For 18+ or 21+ events (like a beer festival or a music fest with alcohol), highlight strict ID requirements. Also mention if the event is cashless; if so, advise bringing a credit/debit card or having payment set up on their wristband or phone wallet. (If cash is accepted, suggest bringing some small bills as ATM lines can be long.)
– Weather-Appropriate Clothing – Outline the expected weather and recommend attire. Is your festival outdoors in summer? Suggest sunblock, a hat, sunglasses, and breathable clothing. If it’s a winter or rainy-season event, remind people to pack raincoats, boots, or warm layers. For example, at Japan’s Fuji Rock Festival – known for mountain weather – organisers annually publish a guide on what to wear and bring (like sturdy rain gear and mud-proof boots) to keep attendees comfortable in the elements (en.fujirockfestival.com).
– Comfort Items – Encourage attendees to think about personal comfort during the event. For multi-day or camping festivals, this might include a tent, sleeping bag, earplugs, toiletries, and a refillable water container. For single-day events, suggest essentials like a refillable water bottle (if allowed), portable phone charger, and a small blanket or towel to sit on if appropriate.
– Medications & Personal Needs – Advise attendees to pack any prescription medications they need, plus basics like allergy medicine, pain relievers, or Band-Aids. They should carry medications in original labelled bottles (especially for international travelers crossing borders, to avoid issues). Make note of any on-site pharmacy or first aid availability, but encourage guests to come prepared with their own necessities.

It’s equally important to emphasize packing light whenever possible. Overloaded attendees not only tire themselves out but also slow down security checks. Glastonbury Festival’s website gently reminds fans that “the less you bring, the quicker you’ll get through the gates,” even setting up separate (slower) search lanes for those with large trolleys of gear (www.glastonburyfestivals.co.uk). A concise message to “only bring what you can comfortably carry, and nothing you can’t afford to lose” helps set expectations. For sustainability and courtesy, ask attendees to leave no trace – in other words, bring reusable items and plan to take all their belongings (and trash) home. For instance, Glastonbury’s packing guide ties into their eco-campaign by urging people to only bring items they’ll take back, including tents, to reduce waste on the farm.

Consider providing a bullet-point packing list in your guide (and perhaps a downloadable PDF checklist) to make it easy. Some festivals email a colourful graphic with “Top 10 Things to Pack” a week before the event. You can include fun but useful items that new attendees might not think of – like ear protection (especially for music festivals), hand sanitiser or wet wipes, and a flag or unique totem (if your event encourages creative identifiers for campsites or friend groups). Tailor the list to your festival’s nature: e.g., a camping music festival will list camping supplies, whereas an urban food festival might remind people to bring an empty stomach and maybe a picnic blanket but not their own food. By clearly outlining what to pack, you help fans feel prepared and reduce the chance they forget something important.

No Surprises: Prohibited Items and Restrictions

Nothing sours an attendee’s mood like having an item confiscated at the gate or being turned away for bringing something prohibited. That’s why your “know before you go” guide must clearly spell out prohibited items and any restrictions. This section should be highly visible and unequivocal – attendees should know beforehand what not to pack or bring.

Start with the obvious banned items common to almost all festivals:
– Weapons or Sharp Objects – Firearms, knives, pepper spray, and anything that could be used as a weapon are universally banned.
– Illegal Substances and Drugs – Make it clear that illicit drugs (and often cannabis, depending on local law) are not allowed. Even legal recreational substances might be barred if venue policy or local laws require.
– Outside Alcohol – Most music festivals and many food/beer events prohibit bringing your own alcohol. Explain that beverage vendors will be on-site and indicate any exceptions (e.g., a sealed bottle of water or empty bottle is usually allowed).
– Glass Containers – Glass is often banned for safety; broken glass on festival grounds (especially campsites or dance floors) is a major hazard. Emphasise that even perfume bottles or glass makeup mirrors should be left at home to avoid confiscation (www.glastonburyfestivals.co.uk).
– Fireworks, Explosives, and Flammables – Include flares, firecrackers, gasoline, and portable gas canisters in this list. If your festival allows camping stoves or small BBQs, clarify the rules (many events ban any kind of open flame).
– Professional Recording Equipment – Many festivals restrict pro cameras (with detachable lenses), video equipment, and audio recorders unless the person has media credentials. Drones are typically prohibited as well, due to safety and privacy concerns.
– Large Structures or Wheeled Items – Outline policies on things like large umbrellas, tents inside the arena, folding chairs, wagons, coolers, or flagpoles. Some day festivals ban large chairs and parasols because they block views or crowd pathways. Umbrellas might be disallowed (ponchos are preferred for rain).
– Laser Pointers and Disruptive Items – Laser pens, air horns, vuvuzelas, and megaphones often make the no-go list, as they can annoy or even harm others.
– Pets – Unless your event is explicitly pet-friendly or a service animal is in question, it’s best to have attendees leave their furry friends at home. Make your policy on animals clear.

Every festival will have its own specific restrictions, so use past experience and venue rules to build a thorough list. Look at similar events’ lists for inspiration. For example, the All Points East festival in London publishes a detailed bag policy and banned items list each year. Their 2025 guide informed attendees that bags larger than roughly A4 paper size were not allowed, and it banned items ranging from selfie sticks and flag poles to skateboards and bicycles on the grounds. By listing these in advance, they prevent frustration at the gate for fans who might otherwise show up with a skateboard or large picnic umbrella only to be turned away (www.timeout.com).

Be sure to highlight any less-obvious restrictions that might surprise people:
– Bag Size or Type Limits – If you have a clear bag policy or size limitation (common at many U.S. festivals and stadium events), announce it boldly. (“Bags must be transparent and no larger than 12”x6”x12” – all others will be turned away. A small clutch is okay.”)
– Water and Food Rules – State whether attendees can bring food or drinks. Many festivals only allow a sealed water bottle or empty bottle, and no outside food. If you’re a food festival, you might allow empty tupperware or small snack items, but generally people should plan to buy food inside. If you do allow small snacks (e.g. for those with dietary needs), clarify that. Remind attendees that free water refill stations will be available (if true) so they don’t need to bring huge water jugs.
– Miscellaneous – Think of things like aerosol cans (some events ban any aerosol sprays), totems or inflatables (are they allowed? often yes in GA for music festivals, but sometimes with height restrictions), or specific costume pieces (like “no stilts or sharp studded belts”). If your festival is themed (comic-con style, etc.), outline costume weapon policies or mask policies.

Present the prohibited items list in a straightforward way – bullet points or a concise table are ideal. Using bold text or icons (?) can help draw attention to critical no-go items. Also, communicate the consequence: e.g. “All banned items will be confiscated and not returned,” and “Attendees found with illegal items may be evicted and subject to law enforcement.” This will deter rule-breakers and make your zero-tolerance stance clear up front.

Real-world lessons have shown that setting these expectations works. One festival organiser noted that after they emailed a prohibited-items reminder (including a friendly note about not bringing drones or fireworks), security saw a notable drop in those items at the bag check. It’s much easier to leave something at home than have it tossed in a bin at the entrance. By eliminating surprises, you keep the mood positive and the lines moving.

Streamlined Entry: Ticketing, Entry Procedures & Gate Logistics

Arriving at the festival should be the start of the fun – not a confusing ordeal. Use your pre-festival guide to walk attendees through what to expect at the entry gates and any important procedures before they get to the stage.

Key entry topics to cover include:
– Gate Locations and Opening Times – Especially for larger events, let attendees know where to go and when gates open (and close). Provide a simple map or description of entrances (north/south gate, VIP entrance, etc.). If you have staggered entry times for different ticket tiers or a pre-party for early arrivals, mention those details. Clear directions and parking or drop-off info (with addresses for GPS) are extremely helpful here.
– Transportation and Parking – Briefly cover how to get to the venue: e.g. shuttle services, public transit info, rideshare drop-off zones, and parking lot locations. If you offer shuttle buses from transit hubs or partnered with rideshare companies, include that information in the guide. (For instance, Coachella famously provides shuttle passes and has dedicated Uber/Lyft zones, which they detail in their attendee info each year.)
– Ticket Scanning & Wristband Policy – Explain what type of ticket will be scanned (mobile QR code, printed PDF, RFID wristband, etc.) and whether tickets are one-time use or multi-day wristbands. If using wristbands, underscore that they should be registered/activated in advance if required. Big festivals like Lollapalooza encourage guests to register their RFID wristbands online beforehand, enabling features like cashless payments on site and adding an extra layer of security if a wristband is lost or stolen.
– Security Screening – Describe the security process so people mentally prepare. Let them know that bag checks and possibly pat-downs or metal detectors will be in use. Encourage attendees to use clear bags or keep bags small to speed up screening if that’s part of your policy. If there are separate lines for those without bags or with only a fanny pack, mention it (people will choose to pack lighter if it means a faster entry). Emphasise cooperation with security staff and note that these measures are for everyone’s safety.
– Entry Requirements (Age or COVID/vaccination) – If your event is 18+ or 21+, loudly state that ID will be checked at the entrance (and what forms of ID are acceptable). If there are any health-related entry protocols (like vaccine or test requirements, which some festivals have had in recent years), outline them clearly here. Also, if attendees must sign a waiver or agree to a code of conduct upon entry, let them know in advance.
– Re-entry Policy – Don’t forget to mention whether attendees can leave and re-enter the festival. Many events have a no re-entry rule (especially one-day concerts) – make sure this is understood to avoid arguments at the gate. If re-entry is allowed for multi-day fests (often via a wristband that remains on), explain any check-in/out process.

To illustrate how entry info can be presented: Ticket Fairy’s own blog highlights that a smooth entry experience sets the tone for the whole event, and confusion at the gates can sour attendees’ mood before the fun even starts (www.ticketfairy.com). You never get a second chance at a first impression. A well-run entrance with clear signage and informed attendees will get people inside quickly and safely. Your guide contributes to this by preparing fans ahead of time. For example, Festival Republic (a major UK event promoter) advises in their public safety tips for events that knowing what to expect at entry – from searches to ticket scanning – significantly reduces stress on arrival.

Remember to cater entry info to your venue. If your festival is on a huge site (like Boomtown Fair in the UK or Electric Daisy Carnival in Las Vegas), give guidance on long walks or shuttles from parking to the gate, and perhaps note that there may be waits during peak ingress times. If it’s a city festival with one main gate, provide public transport tips (e.g., “the nearest Metro stop is X, a 10-minute walk from the entrance”). The more attendees can plan their arrival, the less likely you’ll have traffic jams, bottlenecks or masses of people all showing up at once confused about where to go.

Finally, if you use a modern ticketing platform (like Ticket Fairy), take advantage of its features to facilitate entry. Ticket Fairy allows organisers to send customized emails to all ticket holders – a perfect channel to send your “Know Before You Go” details a few days out. You can also embed important FAQs on your event page, so when attendees are buying or downloading tickets, they see key reminders (for example, “No backpacks larger than 16” allowed” or “Parking pass required for on-site parking”). Use every touchpoint – ticket purchase confirmation, week-of emails, social media – to reiterate entry instructions and set expectations.

On-Site Amenities and Services: What Attendees Can Expect

Once your guests are inside, they’ll enjoy the event much more if they know where to find amenities and services. Your pre-festival guide should highlight the key on-site facilities available, to help attendees plan their day and feel taken care of. Consider including information on:

• Water Stations – Hydration is crucial, especially at all-day events in hot weather. Let attendees know that free water refill stations are available (if true) and encourage them to bring an empty reusable bottle to use. Many festivals explicitly state the number of water stations or their locations (you can reference the festival map or app for this).
• Restrooms – While you don’t need to describe every toilet, you can mention generally that restrooms/portable toilets will be plentiful, and perhaps note any upgraded restrooms for VIP if applicable. If your venue has permanent restroom structures or portable restrooms in each area, assure attendees that facilities are accessible.
• ATMs / Cashless – If your event still uses cash and has ATMs on site, let people know (and remind them of any ATM fees). If you’re fully cashless, double-down on advising them to bring cards or use wristband payment. Noting “vendors accept credit/debit and mobile pay only” in the guide prevents confusion when someone is hunting for cash on site.
• Food and Drink – Give a sense of the food options: e.g. “20+ gourmet food stalls from local vendors, including vegan and gluten-free options,” or “a beer garden featuring local craft breweries.” You might also mention if outside food is not allowed (as a reminder under amenities), and if free samples or tastings are part of the event (common at wine/beer fests).
• Merchandise & Vendors – If there will be an official merchandise booth or other marketplace vendors, include a note. Fans may want to budget or bring extra cash for merch. This is also a chance to highlight any charity or community stalls (“Stop by the Info Tent to see our charity partner’s booth and pick up a free safety booklet,” etc.).
• Lockers & Charging Stations – Large music festivals often provide locker rentals or phone charging services. If you do, tell attendees how they can rent a locker (sometimes you can reserve in advance online) and what the cost is. Alternatively, if no lockers are available, advise packing light and using a small daypack that can stay with them. For charging, if you have charging stations or portable battery rentals (like some festivals partner with companies to rent phone battery packs), mention where and how to access those.
• Lost & Found / Info Center – Assure attendees that if they lose something or have a question on site, there’s a place to go. “We will have a Lost & Found booth near the main entrance” or “an Information tent in the center of the grounds staffed throughout the event.” Encourage people to turn in any found items there. After the festival, list how lost items will be handled (an email contact or pickup location).
• Medical & Safety Tents – Clearly indicate that professional medical help is available on site for anyone who feels unwell or needs assistance. Phrases like “First Aid tents are marked with a red cross on the festival map and staffed 24/7 by medics” reassure attendees. If you have dedicated safety initiatives (for example, drug education/harm reduction booths, or an on-site paramedics team for large events), let people know. The knowledge that help is close by contributes to peace of mind.
• Accessibility Services – In the guide, include a section for attendees with disabilities or special needs. Outline available services: wheelchair-accessible viewing platforms, ADA restrooms, sign-language interpreters for certain performances, etc. Provide a contact for accessibility support and note things like where to find ADA parking or shuttle drop-offs. For example, Lollapalooza’s guide has a dedicated Accessibility section discussing accommodations, showing how important inclusive experience is even at massive festivals.
• Other Conveniences – Depending on your event, there may be other amenities worth mentioning: free Wi-Fi spots, shaded relaxation areas, water misting zones (for heat relief), phone signal boost zones, etc. Any service that improves the attendee experience should be briefly advertised in the guide – it shows you care about attendee comfort and helps them take advantage of what’s offered.

By covering on-site amenities in the pre-event guide, you allow festival-goers to plan ahead. A parent with young kids will appreciate knowing there’s a baby changing station or family area. A person with a strict diet will be relieved to hear there’s gluten-free food. Even something simple like mentioning “free sunscreen will be available at the Info Tent” can both delight attendees and encourage safer behavior. Detailing services also cuts down on questions directed at staff during the event (“Where is the first aid?” “Do you have ATMs?” – they’ll already know if they read your guide). Multiple festivals have reported that robust FAQ pages and pre-event emails significantly reduced the volume of basic questions posted on their social media and support lines in the days leading up to the show – proof that many fans do read the info when it’s presented clearly.

Prioritizing Safety: Tips and Guidelines for Attendees

Safety is a paramount concern for any festival, and your attendee guide is a prime opportunity to educate your audience on staying safe and being responsible. Approach this section as friendly advice from a caring organizer – the tone should be encouraging and empowering, not scolding. You want attendees to have fun and look out for themselves and others.

Key safety tips and guidelines to include:
– Stay Hydrated and Healthy – Remind attendees to drink water regularly, especially if the event is outdoors and active. Encourage them to take breaks, find shade when needed, and eat meals to keep their energy up. If the weather will be hot, mention hats and sunscreen; if it’s cold or wet, suggest they wear proper gear.
– Buddy System & Crowd Awareness – Suggest that attendees stick with friends or at least have a check-in plan if they’re coming solo. In large crowds, it’s easy to get separated, so advise establishing a meetup point (like “after the headliner, meet at the big art installation by the entrance”) in case phones die or signals drop. Also encourage everyone to be aware of crowd surges and to step back if things get too tight. Festivals can use video screens or MC announcements on-site for urgent messages, but prepping fans to be mindful is helpful too.
– Ear Protection – For music festivals especially, it’s wise to remind people that earplugs can save them from ringing ears later. Many experienced festival-goers carry their own earplugs; some festivals even sell them at merch booths or give out foam earplugs at info desks.
– Sun and Weather Protection – Advise on sun safety (sunscreen, reapply often, wear sunglasses) and let them know where they can find free sunscreen if you provide it. If rain is possible, tell fans to bring a poncho or waterproof gear, and maybe plastic bags to keep phones dry. Essentially, encourage dressing and preparing for the elements.
– Know the Exits & Emergency Info – In your guide, include a note that everyone should take a moment upon arrival to familiarize themselves with the site map, especially exit routes and the locations of first aid tents and info points. You can phrase it as “Take a look at the festival map (linked here) ahead of time – know where to find exits, info points, and help if you need it.” Emphasise that in any emergency, attendees should follow instructions from staff and security, and that “if you see something, say something.” Provide a number or method to contact event security discreetly (some festivals have an SMS number to text for help, or a specific flag word to alert staff).
– Respect Boundaries and Policies – Reiterate any code of conduct or major rules in a positive tone. For example, remind attendees that the festival is intended to be inclusive and harassment-free (if you have an anti-harassment policy, mention it). If there’s a noise curfew at campsites or a “no generators after midnight” rule, include those courtesy rules so people come in knowing how to be good neighbours. At Burning Man, for instance, radical self-reliance and respect for others are core principles – the survival guide they require participants to read highlights community expectations as much as personal preparation.
– Substance Safety – Many music festivals now include harm reduction messaging. Depending on the stance of your event, you might encourage those who choose to drink alcohol to do so responsibly and know their limits. If you have free water and electrolyte tablets available, mention it. For events where drug use might be a concern, some festivals partner with organizations that provide drug education or even testing kits – if you do, tell attendees where to find these services. Even if not, a gentle reminder like “look out for one another” and “don’t hesitate to get help from medical staff if you or a friend feels unwell – no judgments, health and safety come first” can be lifesaving. Emphasise that medical and security personnel are there to help, not to get anyone in trouble for seeking aid.

Citing a real example: Shambhala Music Festival in Canada has a strong harm reduction presence and urges attendees to visit the Sanctuary or medical tents if they feel unwell. They proactively communicate this in their pre-festival materials, contributing to their reputation as a safety-conscious event. Likewise, Konnect Festival in Ireland advises attendees in its guide to avoid bringing valuables and to be vigilant against theft, even providing tips like using pockets with zips or a money belt (www.konnectfestival.com). Including such advice in your guide shows you care about attendees’ well-being beyond just the legal or logistical requirements.

Finally, consider acknowledging any recent safety incidents or common questions in your guide. If last year people were caught off guard by, say, high altitude at a mountain venue, include a tip about acclimating and hydrating. If there’s been public concern about crowd crush in general, reassure readers that you have measures in place (without causing alarm, simply state the safety resources and crowd management practices). Transparency can build trust: for example, after the Astroworld tragedy, many festivals communicated to their fans about what they do to prevent overcrowding and how fans can help by staying calm and following staff instructions. Your “Know Before You Go” guide is an ideal place to reinforce that partnership in safety between organizers and attendees.

Tailoring the Guide to Your Festival and Audience

No two festivals are the same. A community food & wine festival for 5,000 people will have different pre-event info needs than a camping music festival for 50,000. It’s crucial to tailor your guide’s content, tone, and distribution to fit your event’s unique character and audience.

Consider the following adaptations:
– Festival Type (Music vs. Food vs. Conference): Focus on what matters most to your attendees. A music festival guide will spend lots of time on camping gear, stage schedules, and earplugs. A food festival’s guide might emphasise arriving hungry, explaining how tasting portions work, or highlighting where to get a glass of water or take a seat. A film festival or fan convention might need to cover venue etiquette (e.g., not talking during screenings, or rules for cosplay props).
– Venue and Duration: If your festival involves camping (like Burning Man, Glastonbury, or Bonnaroo), your guide should be extensive – essentially a survival guide – since attendees will be living on-site for days. Include camping rules, camp amenities (showers, charging stations, quiet hours), and maybe a suggested camping packing list on top of the daypack list. If it’s an urban day festival (like San Francisco’s Outside Lands in a city park), your guide can be shorter and more about transportation, parking, and city noise ordinances. Unique venues like a cruise ship (think Holy Ship or Groove Cruise) require very specific info (boarding the ship, documents like passports, sea safety drills, etc.), whereas a festival on a farm might need advice about boots and insect repellent.
– Audience Demographics: Tailor the tone and details to your crowd. If you expect many first-timers or younger attendees, be very clear and maybe more explanatory in your language (e.g., explain what a hydration pack is, or how locker rentals work). If your audience is mostly seasoned festival-goers, you can use a more concise checklist format (but never assume everyone knows everything). Family-friendly festivals should include tips for parents (stroller access, family bathrooms, ID wristbands for kids). Festivals with international attendees should consider translating key info or providing an English guide that’s easy to understand for non-native speakers, plus including info on travel visas, outlets/voltage for charging, etc. Tomorrowland in Belgium, for example, attracts fans from over 200 countries; their communications include multiple languages and details on airport shuttles and global package pick-up.
– Festival Culture and Values: Infuse your guide with the spirit of your festival. If sustainability is a core value, include reminders about eco-friendly behavior (pack a reusable cup, use marked recycling bins, don’t litter). If your festival prides itself on community, encourage attendees to greet their neighbors and help each other out. Use this pre-event touchpoint to reinforce what makes your event special. For instance, Burning Man’s survival guide isn’t just a list of rules – it’s almost a manifesto of the Burning Man ethos (self-reliance, communal effort, leave no trace, participation, etc.). While a typical music festival guide might not be as philosophical, you can still address the community vibe: e.g., “We’re all in this together – please respect the venue and each other, so everyone has a great time!”
– Length and Format: Decide how comprehensive your guide should be. It’s often better to be thorough but organized with headings and bullets (so readers can scan for what they need) than to be too brief and leave out key info. However, avoid giant walls of text. Break it into the clear sections we’ve discussed (Packing, Entry, etc.). You might even create a FAQ section at the end of the guide addressing common questions in Q&A form (“Can I bring a camera? Yes, small personal cameras are fine, but no professional gear.”). Some festivals provide both a short-and-sweet highlights list and a detailed FAQ for those who want all the specifics. Know your audience’s likely questions by looking at emails or social media comments from previous years, and address them proactively.

Also think about timing. Deliver the info when it’s most useful: an initial detailed guide perhaps two weeks out, and then a condensed reminder a day or two before the event (when people are packing). You can’t over-communicate key points – repetition (across email, social media, and your website) will ensure more people see it. Just vary the format to keep it fresh (one day a packing tip infographic on Instagram, the next day a parking map on your website, etc.).

Delivering Your Guide Effectively

Creating a fantastic pre-festival guide is half the battle; getting attendees to actually see and absorb it is the other half. Use a multi-channel communication strategy to maximize the reach of your “know before you go” content:

• Email to Ticket Holders: This is usually the primary method. Send a dedicated “Know Before You Go” email to all ticket buyers about 5-7 days before the festival. Make the subject line attention-grabbing (and clearly related to preparation, e.g. “Your Festival Checklist – Read Before You Arrive!”). Keep the email well-formatted with clear sections or bullet points, and link to any longer web pages for details. According to industry analysis, such emails have high open rates because they’re directly useful to attendees, especially if sent close to the event date when excitement is peaking.
• Festival Website & Mobile App: Host the guide on your official website as a static page or downloadable PDF. Many festivals put a “Know Before You Go” link right on their homepage or under an info menu. This is useful for SEO as well – attendees will google “[Festival Name] what to bring” and should find your official info easily. If you have a festival mobile app, include an entire section for Festival Info/FAQ that mirrors this guide, so attendees can quickly reference it on the go. You can also send a push notification via the app when the guide is published (“Check out the Know Before You Go guide to prep for the weekend!”).
• Social Media: Leverage your social channels to share key points in the days leading up to the event. You can post a countdown series like “5 Days to Fest: Here’s 5 things to know before you go,” and each day highlight one aspect (e.g., Day 5: Packing List, Day 4: Getting to the Venue, etc.). Use images or short videos to make it engaging – perhaps a packing flatlay photo or a short clip of your staff showing what kind of bag is allowed. Social media is great for hitting those who might not read their emails thoroughly, and it allows fans to tag each other or ask questions in comments (which you can then answer publicly, further spreading info).
• Customer Support Channels: Equip your customer service reps, bot, or info email account with the guide so they can easily refer to it when answering inquiries. For instance, if someone emails “Can I bring my DSLR camera?”, the support team can pull from the guide (“As listed in our Know Before You Go page, professional cameras are not permitted without a press pass. We allow small personal cameras though.”). Consistent messaging across the board prevents mixed answers.
• Onsite Signage and Reminders: While this is technically after they “go”, consider reinforcing key know-before-you-go points with signage at the festival entrance. For example, have large signs listing prohibited items right at the parking lot shuttle pickup or entry queue (“Reminder: No outside alcohol, no large bags. See the full rules posted on our website.”). This catches any stragglers who missed the memo and gives one last chance to ditch that forbidden item voluntarily. You might even have staff walk the queue reminding people of common issues (“Have your ID and ticket out, folks! Empty your water bottles now so we can get you through security quickly!”).
• Community Channels: If your festival has a subreddit, Facebook group, Discord server, etc., drop the guide link there and pin it if possible. Enthusiast communities often form around festivals, and they will appreciate official info being shared proactively. They might even amplify it with their own discussions (“Hey everyone, the festival just posted the do’s and don’ts list – looks like they added a clear bag policy this year!”).

Lastly, be responsive to feedback. After sending out the guide or publishing it, keep an eye on the questions that still come in. Those may indicate something you forgot to address. It’s not too late to update the online version or follow up with a second FAQ post if needed. For instance, if many people ask on Facebook “Can we bring portable phone chargers?”, maybe your guide didn’t clearly say it – you can then clarify in a comment or an edit (“Yes, small portable chargers are fine and encouraged – we’ve updated our packing list to reflect this!”). Showing that you listen and update info in real-time further builds attendee trust.

By delivering your guidance through multiple platforms and in digestible formats, you’ll ensure the majority of your audience gets the message. The result will be evident on festival day: attendees arriving with the right stuff, knowing the rules, and feeling prepared for an awesome experience.

Key Takeaways

• Attendee Experience Starts Early: A “Know Before You Go” guide is a critical attendee service that sets expectations and reduces confusion before the festival even begins.
• Cover the Basics Thoroughly: Include essential topics like what to pack, prohibited items, entry procedures, onsite amenities, and safety tips. Don’t assume anything is “obvious” – spell it out clearly.
• Use Real Examples and Clarity: Learn from other festivals and be specific (e.g. list exact banned items, give packing suggestions). Clear, detailed information (with a friendly tone) empowers attendees to come prepared.
• Tailor to Your Event: Customize the guide’s content and tone for your festival’s size, location, audience, and culture – whether it’s a local food fair or a massive multi-day music festival.
• Multi-Channel Communication: Distribute the guide via email, your website, social media, and any other channel available. The more channels you use, the more attendees you’ll reach and the fewer last-minute questions you’ll face.
• Safety and Service Focus: Emphasize attendee well-being (hydration, medical info, staying aware) and highlight the services provided (water, info booths, security) – attendees should know you’ve got their back.
• Review and Refine: Use attendee feedback and past event lessons to improve your pre-festival guide each time. A great guide will contribute to smoother operations, happier fans, and an all-around better festival experience for everyone.