Introduction
Backstage hospitality plays a pivotal role in the success of any festival. When artists and their crew feel cared for, they perform at their best and carry positive impressions of the event. Festival organizers must therefore pay close attention to catering and green room setups. This includes everything from providing delicious meals that meet diverse dietary needs to ensuring each dressing room is stocked with the comforts and personal touches that make talent feel valued. In the high-pressure environment of a festival, thoughtful hospitality isn’t just a nicety – it’s a cornerstone of professional event production.
Catering Options: Professional Services vs. Private Chefs
One of the first decisions in talent hospitality is how to handle backstage catering. Organizers can either hire a catering company experienced in events or bring in a private chef for a more personalized touch. A professional catering service is often equipped to serve large numbers of people efficiently. They can set up a mobile kitchen on site or deliver buffet-style meals on schedule. Such companies are used to accommodating various diets at scale, from omnivorous fare to vegan and gluten-free options, and they come with the staff and equipment needed for safe food handling at events. On the other hand, a private chef (or small culinary team) can be a great choice for boutique festivals or high-profile artists. With a private chef, menus can be tailor-made for the performers, offering gourmet quality and more flexibility for individual preferences. This approach can make artists feel especially valued – for example, cooking a band member’s favorite dish or incorporating a local specialty into the menu. However, a private chef may have limitations on volume, so for larger festivals or when feeding dozens of crew members, a full-service catering company is usually the more practical option.
Accommodating Special Diets and Preferences
Modern festival lineups often include artists with a wide range of dietary requirements. It’s common to encounter vegan, vegetarian, gluten-free, halal, or kosher meal requests, among others. A seasoned festival organizer ensures that all these needs are anticipated and met seamlessly. The process starts in advance: hospitality riders from artists should be reviewed carefully to identify any specific diet notes or food allergies. The catering team should then plan menus that offer variety and flexibility – for instance, having both a hearty meat or fish option and a satisfying vegan option at every meal. Cross-contamination must be avoided for gluten-free or allergy-related requests, so it often means preparing those meals separately and clearly labeling them. Experienced caterers know how to create tasty dishes for every diet; gone are the days when a vegan performer had to settle for a bland salad while everyone else enjoyed a hot meal. To illustrate the range of needs, consider a scenario where one headliner is strictly vegan, another artist has celiac disease requiring gluten-free food, and a DJ on the lineup has a tree nut allergy. In such a case, the backstage kitchen can set up separate stations or prep areas: one for vegan cuisine using plant-based proteins, another for gluten-free cooking using alternative grains, and diligent checks to ensure no nuts sneak into the DJ’s meals. By proactively accommodating each artist’s diet, the festival avoids last-minute scrambles (like sending a runner to find a gluten-free meal in a panic) and shows professionalism. Respecting dietary needs isn’t just about avoiding problems – it also sends a message to artists that “we’ve got you taken care of,” which builds goodwill.
Scheduling Meals for Artists and Crew
The timing and scheduling of backstage meals is another critical element of hospitality. Unlike attendees who might grab food from vendors whenever they please, artists and crew operate on tight schedules. Crew meals often need to be served at set times that align with their work shifts – for example, lunch could be served around midday before gates open, and dinner might be scheduled during a lull after the main setup or sound checks are done. Crew members are typically on their feet all day, and providing them with regular, hearty meals is essential for keeping morale and energy high. In fact, experts note that feeding the crew well is critical because of the immense energy and effort that goes into running a festival (www.lawinsider.com). A well-fed crew is safer and more efficient, so festivals should never skimp on crew catering. Many large events create a dedicated crew dining area backstage, sometimes referred to as the “crew mess,” where production staff can get a hot meal and coffee during scheduled break windows.
Artists, meanwhile, will have their own meal preferences and timing. Some performers like to eat a light meal an hour or two before their set, while others prefer to wait until after performing to have dinner. It’s wise to set flexible meal windows for artists – for instance, a dinner buffet available from 5–8 PM – so they can eat when it suits their showtime. Artists usually won’t be eating in the public catering areas; instead, they might dine in a private artist lounge or have meals brought to their dressing rooms. To manage this, many festivals use a system of meal vouchers or crew badges that allow entry to the catering tent at allotted times. It’s also important to communicate clearly: post a backstage schedule that notes “Crew Lunch: 12:30 PM – 2:00 PM in Catering Tent” and “Artist Dinner available 5:00 PM onward (arrange with hospitality staff).” By coordinating meal times, you ensure everyone – whether it’s a rigger up on the stage or a drummer about to perform – gets nourished without confusion or long waits.
Stocking the Green Room and Dressing Rooms
Beyond main meals, much of an artist’s time at the festival is spent in their green room or dressing room. This private space should be a comfortable sanctuary where they can relax, prepare, and recharge. A key part of that comfort is having the room well-stocked with refreshments and amenities. Water (both chilled and room-temperature) is a must-have, as hydration is critical for performers. Most artists will also appreciate a selection of soft drinks, juices, and hot beverages like tea and coffee available. In fact, it’s common for hospitality riders to list specific drink requests – an artist may ask for an assortment of fresh juices, spring water at a particular temperature, or a favorite brand of sparkling water.
Snacks are another important component. Fresh fruit, healthy snacks like nuts and granola bars, and some indulgent treats (chocolate, candy, or local baked goods) cover the range of tastes. Many artists will request particular snacks by brand or type. For example, a pop singer might want a specific protein bar, or a DJ might ask for a certain flavor of chips. Some requests can be very detailed or quirky – one rock star’s hospitality rider famously included a demand for a bowl of M&M candies with all the brown ones removed, which turned out to be a test of the organizer’s attention to detail (www.businessinsider.com). Another artist was said to require items like Planters Fancy Cashews, fat-free pretzel thins, unopened cans of white tuna, and sliced whole wheat bread in the dressing room (www.sandiegoreader.com). While not every act will have such detailed needs, the rule is to always check the rider and fulfill it to the best of your ability. If a requested item is unavailable, communicate with the artist’s team in advance and propose a suitable substitute rather than ignoring the request.
Aside from food and drink, green room setups should include clean towels, which artists use to wipe off sweat after performing, and often a mirror, seating (comfortable chairs or a couch), and basic toiletries. High-profile performers may have more elaborate requests like specific scented candles, incense, or even furnishings – these are usually outlined in the rider. Always ensure there’s a cooler or mini-fridge stocked as requested, and that items like cutlery, napkins, and a bottle opener (if bottled drinks are provided) are on hand. Little conveniences can make a difference; something as simple as providing a phone charging station or a steamer for clothes in the dressing room can win an artist’s appreciation, even if it wasn’t specifically demanded.
Thoughtful Touches and Personalized Welcomes
What truly elevates artist hospitality from good to great are the extra, thoughtful touches. Seasoned festival producers know that small gestures can have a big impact on an artist’s experience. One effective idea is incorporating locally sourced goodies into the backstage spread or dressing room. For example, if the festival is in a region known for its artisan chocolates, craft beer, or freshly baked pastries, adding a few for the artists to sample can be a delightful surprise. Similarly, a table with local fresh flowers or a fragrance of the local flora in the green room can make the space more inviting. Artists often spend much of their touring life in look-alike venues and generic green rooms, so introducing a bit of local character is usually welcome.
A personalized welcome goes a long way as well. This could be a handwritten note in the dressing room from the festival organizer, thanking the artist for being there and wishing them a great show. Some festivals prepare a small gift bag for each artist – nothing extravagant, perhaps a T-shirt or poster from the festival and a few local souvenirs or products. The key is thoughtfulness: a message like “We’re excited to have you here at [Festival Name]! Enjoy a taste of our town.” shows that the festival cares about them as people, not just as performers on a schedule. These efforts can boost an artist’s mood and sometimes even their performance; an artist who feels appreciated is more likely to give an enthusiastic show and speak positively about the event afterwards.
There have been instances where such gestures paid off greatly. In one case, a boutique festival welcomed a singer with her favorite herbal tea brand and a vegan dessert from a renowned local bakery waiting in the green room. The artist was so pleased she mentioned the festival’s hospitality on social media, giving the event extra positive exposure. Thoughtful touches don’t always have immediate public payback, but they build a reputation. Over time, agents and artists talk, and festivals known for treating talent exceptionally well will find it easier to book acts. Conversely, a festival that neglects hospitality might earn a reputation in artist circles for being difficult – something no organizer wants.
Lessons Learned: Successes and Cautionary Tales
Drawing on decades of experience across festivals big and small, successful and struggling, certain lessons have become clear in talent hospitality. Preparation and communication are everything. One festival nearly faced disaster when a catered dinner for the headline band was delayed by traffic – with the band coming off stage hungry and no food ready, tensions rose. The production team learned to always have backup snacks and to pad the schedule with extra time for meal deliveries. Another time, a comedy festival discovered too late that the green room coffee machine had broken; the comedians, notorious coffee lovers, were not amused. Since then, the organizer double-checks all backstage equipment and keeps spares (like a backup coffee maker and plenty of coffee pods) on hand.
On the flip side, there are many success stories. Festivals have seen firsthand how investing in good hospitality yields returns. A veteran festival producer recalls an instance when accommodating an artist’s eleventh-hour dietary change (switching to a strict juice cleanse diet on show day) by rushing out to get a juicer and fresh produce earned sincere gratitude and a stress-free performance. In another example, providing a quiet, comfortable lounge with massage therapists for the dancers in a touring pop show led to exceptional feedback – the crew and artists raved that this festival stop was the most relaxing of the tour. Such outcomes reinforce that going the extra mile backstage isn’t wasted effort; it’s part of what makes a festival artist-friendly and ultimately contributes to better shows for the fans.
Conclusion
Excellent talent hospitality is a mix of careful planning, attention to detail, and genuine care for the people who make the festival come alive on stage. By providing nutritious meals on a sensible schedule, satisfying artists’ and crew’s dietary needs, and stocking green rooms with both essentials and pleasant surprises, a festival organizer creates an environment where performers feel at home. This mentor-like wisdom passed down from seasoned producers can be summarized simply: treat your artists and crew the way you’d like to be treated – with respect, comfort, and consideration. When artists walk off stage smiling because their needs were met and then some, you’ve not only done your job – you’ve also set the stage for a festival legacy that talent will want to be a part of year after year.
25th August 2025