Hospitality First: How Caring for Festival Artists Improves Their Sets

Introduction: The Overlooked Art of Artist Hospitality

Music festival producers around the world often pour energy into stage design, sound systems, and marketing – yet one critical element remains behind the scenes: artist hospitality. Taking care of performers’ needs off-stage is often overlooked yet critical to a festival’s success (musicfestivalindustry.wordpress.com). When artists feel comfortable, respected, and well-supported, they tend to deliver inspired performances. A happy artist off-stage leads to a happy audience on-stage, as seasoned promoters like to say.

One famous anecdote illustrates the importance of attention to detail in hospitality: Van Halen’s legendary “no brown M&M’s” rider. In the 1980s, the rock band Van Halen included a clause in their contract demanding a bowl of M&M’s with all the brown candies removed. This quirky request was actually a clever test to ensure promoters read the entire contract – including critical technical and safety requirements (www.smithsonianmag.com). If brown M&M’s were found backstage, it signaled that other details might have been missed. The lesson is clear: meticulous hospitality and production prep go hand-in-hand, and overlooking small details can lead to bigger problems.

Whether you’re organizing a small boutique festival or a mega-event, putting “hospitality first” can dramatically improve artist satisfaction and, in turn, the quality of their sets. From quiet green rooms to nutritious catering, reliable transport to prompt payment, festival artist care isn’t just a polite gesture – it’s a strategic investment in your event’s reputation. The following guide offers practical, experience-based advice on caring for artists. It draws on real examples from festivals big and small, highlighting what works (and what fails) in artist hospitality.

Quiet Green Rooms: Creating a Comfort Zone

After long travel or intense touring schedules, performers often arrive at festivals exhausted or need time to focus. A green room – the backstage artists’ lounge/dressing area – should be a sanctuary. The best festivals provide quiet, comfortable green rooms where artists can relax, away from the noise and chaos of the crowd. This might mean locating green rooms in a soundproofed area or a tranquil corner of the venue.

For large festivals, it’s common to use portable cabins or trailers outfitted with amenities (sofas, AC/heating, minimal noise bleed) to give artists personal space. At smaller boutique festivals, you might repurpose a nearby building, tent or even an artist-host home as a green room. What matters is that the space feels safe and calm. Privacy and quiet allow vocalists to warm up or DJs to mentally prepare their set without distraction. Consider adding simple touches: comfortable seating, mirrors, decent lighting, and a doorman or security to ensure only authorized personnel enter.

Real-world example: The Glastonbury Festival (UK) – known for its massive scale – still ensures headliners have secluded green room trailers behind the Pyramid Stage. On a different scale, Montreux Jazz Festival (Switzerland) became legendary for founder Claude Nobs’ hospitality – he even invited artists to his chalet above Lake Geneva for home-cooked meals and relaxation. While not every event can offer a Swiss chalet retreat, the principle stands: give artists a quiet retreat and they’ll be in the right headspace to give an amazing performance.

Nutritious Food: Fueling Performers for Peak Performance

It’s often said that artists play better when well-fed. Long days of travel, soundchecks, and performing require proper nutrition. Savvy festival organizers treat catering as a key part of artist care. This means providing nutritious, high-quality food backstage – not just a few bags of crisps. Ideally, offer hot meals or a mix of healthy snacks, proteins, and fresh fruits/vegetables to keep energy levels up. Dietary restrictions must be respected too: vegetarian, vegan, gluten-free, or other needs should be accommodated whenever possible.

Major festivals sometimes partner with specialist catering companies to deliver impressive spreads. For example, at Glastonbury, the backstage catering team “Eat to the Beat” serves over 13,000 meals to artists, crew and staff during the festival, featuring balanced menus with options for all diets (www.festivalinsights.com) (www.festivalinsights.com). With around 20 chefs, they provide everything from hot breakfasts to late-night dinners, ensuring performers are fuelled with wholesome food. This level of care earned them awards for Best Festival Catering (www.festivalinsights.com) – and it’s no coincidence that artists rave about the hospitality there.

Even if your festival is smaller, you can still make food a highlight of the artist experience. Hire a local restaurant or food truck to cook meals for artists, or have volunteers prepare home-cooked dishes if appropriate. For instance, some boutique folk and jazz festivals arrange communal dinners where artists, organizers, and crew eat together, fostering a family atmosphere. The Woodford Folk Festival in Australia, for example, has been known to host nightly artist suppers with fresh, locally sourced food, giving touring musicians a taste of home.

On the flip side, never underestimate the damage poor catering can do. The infamous Fyre Festival (2017) disaster is a cautionary tale – among its many failures, the “luxury” event handed out cheese sandwiches in foam containers, leaving artists and attendees hungry and furious. Several scheduled performers, sensing the disorganization (and lack of decent provisions), pulled out at the last minute. In contrast, Backstage catering done right not only fills stomachs but also boosts morale. A well-fed artist is more likely to deliver an energetic set rather than counting down the minutes until they can find dinner.

Predictable Transport: Get Your Artists There Stress-Free

Picture this nightmare scenario: your headlining DJ’s flight lands, but no one is there for the airport pickup – or the van gets stuck in traffic – and she arrives late, frazzled, or misses her set entirely. Reliable, predictable transport for artists is absolutely vital. In fact, keeping artists and crew on schedule is considered a key objective in festival planning (www.intx.co.uk). There’s nothing worse than a disorganized transport system when performers need to be on time for soundcheck and stage slots.

So what can a festival organizer do? Plan and double-check all transport logistics. This starts even before the festival: gather all artists’ travel itineraries (flight arrival/departure times, hotel info) and work out a dedicated transport schedule. For large festivals, it’s common to hire a transport manager or partner with a shuttle company to coordinate airport pickups, hotel transfers, and on-site buggies or vans. Many major events like Tomorrowland or Coachella operate a fleet of artist shuttles and drivers, often with flight tracking to adjust for delays.

For smaller boutique festivals, you might personally pick up artists or arrange a small team of drivers (even volunteers, if professional drivers aren’t in budget). The key is communication and punctuality – drivers should have artists’ names on a sign, and artists should know exactly where to meet their ride. Always build in buffer time: if the drive from hotel to venue is 20 minutes, plan for 40, accounting for traffic or misdirection. It’s better for a performer to arrive early and relax (in that nice green room with snacks) than to be sweating over a late arrival.

A few more tips: provide transport that’s comfortable and safe – a clean van or car, with water bottles or small refreshments for longer drives, reflects well on your festival’s professionalism. If artists are arriving by themselves (self-driving or public transport), ensure they have clear directions and parking info. One renowned event, the Primavera Sound festival in Spain, sends artists detailed transport instructions and even offers scheduled artist buses between the hotel and venue, so no one gets left behind. The goal is zero guesswork and minimal stress for performers when it comes to getting on site. After all, if an artist shows up flustered from a chaotic journey, it can affect their mindset on stage.

Clear Schedules and Real Contacts: Communication is King

The hospitality umbrella isn’t just physical comfort – it’s also about solid communication. A well-prepared day sheet or run-of-show schedule for each artist is a simple but powerful tool. This document (usually sent a few days prior and also handed out on arrival) should detail the artist’s itinerary for the day: when and where they need to be for soundcheck, what time to be at stage for their set, any press obligations, meet-and-greets, and importantly, when they’ll be picked up or transported.

Crucially, build buffers into the schedule. If a band is slated to perform at 8:00 PM, don’t schedule their soundcheck to end at 7:55 PM, or their interview to start at 7:50. Give breathing room between activities so artists aren’t sprinting across the site. Festivals can be unpredictable – maybe the previous act runs over, or there’s a weather delay. A buffer in the schedule is a gift of time that helps everyone stay calm if things shift. It also allows artists a few minutes to tune their instruments, change outfits, or just collect themselves.

Along with times and locations, always provide real phone contacts on the artist’s schedule or info sheet. This means listing the name and mobile number of key personnel like the Artist Liaison, Stage Manager, or Transport Coordinator. If something goes awry (for example, an artist can’t find the driver, or there’s an issue at their hotel), they shouldn’t have to call a general office line or dig through emails. A direct phone number of a responsible staff member ensures problems can be solved on the spot. Many festivals assign each act a personal artist handler or liaison – that person’s contact should be front and center on the info sheet.

What does a good artist day sheet include? It can be concise but cover all essentials: the date, venue name/address, set time, soundcheck time, pickup time, dressing room number, meal time, and key contacts (tourmanager.info). Often, festivals will email this in advance and also hand a printout to the tour manager or artist on arrival (sometimes slipped into the welcome package with their credentials). Sharing this information in advance shows professionalism and helps artists plan their day.

Case in point: Fuji Rock Festival in Japan is known for its efficient artist management – international bands often praise how they’re handed a clear schedule upon arrival, and there’s always an English-speaking liaison a call away. The result is artists feeling looked after in a foreign country, which encourages them to give their best on stage.

In summary, communicate early, often, and clearly. Surprises should be minimal. If any schedule changes occur (and they might), inform the artist or their tour manager immediately via call or text – don’t rely solely on a message left at the hotel front desk or an email they might not see in time.

Emergency Kits: Stocking Strings, Sticks, and Adapters

Even with all the advance planning, things can go wrong in live music. Guitars break strings, drumsticks snap, cables die, adapters go missing, wardrobe malfunctions happen – especially at festivals, where multiple bands rotate through stages daily. One way to put artists’ minds at ease (and avert show-stopping delays) is to have a stash of common emergency supplies on hand.

Think of it as a “backstage emergency kit” for each stage or in the artist relations office. Stock it with items like: guitar strings (multiple gauges), guitar picks, drum sticks, drum keys, spare guitar strap, power adapters (international plug converters, 120V-240V adapters), extra XLR and instrument cables, mic clips, batteries (for wireless packs, pedals or tuners), gaffer tape, and even basic medical kit (band-aids, pain relievers). These small items can save the day. For instance, if a guitarist breaks a string two songs into a set, having a fresh set of strings or a backup guitar ready means they can swap and continue almost seamlessly. If a DJ realizes they forgot their headphone adapter or USB cable, you can smile and produce a spare rather than watch them panic.

Many experienced production teams prepare for these issues. Reading Festival (UK), for example, has long had a reputation for top-notch stage crews – they keep toolkits and spare gear so they can troubleshoot technical problems quickly. At one edition of Reading, a bassist’s amp head blew out just before their set; the crew had a replacement amp ready in minutes, and the show went on barely off schedule. At jazz and folk festivals, organizers often bring extra instrument parts (like reeds for saxophones or bow rosin for violins) to cater to those genres’ needs.

If your festival has multiple stages, ensure each stage manager or backline tech has access to these emergency supplies. It’s also wise to coordinate with artists’ riders on this; check what gear they bring versus what you provide. If an artist isn’t traveling with much gear (common for fly-in festival dates), double-check that your backline (amps, drums, etc.) is in top condition and have backups. A small investment in renting an extra amplifier or having a spare keyboard can rescue a performance if the primary one fails.

Ultimately, showing artists that you’re ready for any minor crisis builds their confidence. They know “this festival has our back.” It reduces anxiety, letting them focus on playing a great set rather than worrying about what happens if their only guitar strap breaks.

Pay On Time (and Paperwork Ready): Honour Your Agreements

Few things sour an artist’s memory of a festival more than chasing down payment for months after the show. Your festival might have delivered an amazing experience on site, but if the promised fee isn’t paid promptly, that goodwill evaporates. Paying artists on time, as agreed in the contract, is a professional must – and it influences whether they (or others) will work with you again.

Start by getting the paperwork in order well in advance. This includes having performers sign contracts, complete any required tax forms (such as W-8/W-9 forms in the US, or equivalent tax documents in other countries), and submit invoices if that’s part of your process. Ideally, this is all sorted before the festival or at the artist check-in. Some festivals have artists sign off on their fee and paperwork at check-in and even hand them a check right after their set. For example, Bluesfest Byron Bay in Australia historically prepared checks for local bands to pick up on the day of performance, simplifying the process.

If immediate payment on-site isn’t feasible (e.g., international artists needing wire transfers), communicate clearly on when and how they will be paid. Then, stick to that timeline. It’s wise to set a payment deadline in the contract (such as “balance paid within 10 business days post-performance”). Make sure your finance team or person responsible actually executes this. A festival that develops a reputation for late or missing payments will have a hard time booking talent; word spreads quickly in the music community. Sadly, there have been festivals that folded or ran off with artists unpaid – don’t be one of them. Even delays can cause frustration. As an organizer, budget for artist fees so that you’re never robbing Peter to pay Paul (for instance, relying on last-minute ticket sales to pay artists). That’s too risky.

Another aspect of respect is honoring all clauses of the deal – if the contract promised certain hospitality or transportation or a specific set length or stage equipment, fulfill those too. But when it comes specifically to payment: accuracy and promptness count. Double-check that the amount is correct (including any reimbursements for travel if agreed). If paying by bank transfer, cover any transfer fees so the artist doesn’t end up slightly short due to currency conversion costs.

Being organized here reflects the professionalism of your festival. An act finishing their set and getting their payment with a heartfelt thank-you note will walk away impressed. Contrast that with an artist who has to send three reminder emails and consider hiring a lawyer to get a overdue fee – who do you think will get positive word-of-mouth among agents and artists? Many performers, especially at the boutique festival level, operate on tight margins; timely payment can be the difference that enables them to make the next tour stop. Show them that your festival values their art and effort enough to pay promptly and correctly. This fosters trust and makes them keen to return in the future.

(Note: As you manage finances and ticket revenue to pay artists, having a reliable ticketing partner can help. For instance, Ticket Fairy’s platform provides timely payouts and financial tools that give organizers peace of mind to meet their obligations. With the business end handled smoothly, you can focus more on artist experience.)

The Payoff: Happy Artists, Great Shows, Long-Term Relationships

When all these elements of artist hospitality come together, the results are powerful. Artists who feel cared for tend to deliver their best performances – they’re more relaxed, confident, and connected to the event. Fans might not see the comfy couch, hot meal, or friendly driver, but they certainly feel the difference when an artist is in top form on stage. A singer hitting that extra note, a DJ playing an extra encore track – these are often the fruits of being in a positive state of mind thanks to excellent hospitality.

Moreover, cared-for artists are more likely to return and become ambassadors for your festival. In the competitive festival circuit, artist loyalty is gold. If a band had an amazing experience, they’ll tell their booking agent and musician friends “you have to play that festival, they treat you right.” This reputation can even help you secure talent below market rates because artists know they’ll be looked after. Consider Fuji Rock and Glastonbury – beyond their fame, they’ve earned respect from performers. Paul McCartney reportedly enjoyed Glastonbury’s hospitality so much that he stayed on site far longer than required, soaking in the vibe.

On the flip side, festivals known for poor treatment will struggle. Agents share warnings if a promoter fails to provide the basics or pays late. You could end up blacklisted from top tour schedules. Thus, think of hospitality as part of your brand. It’s not an extra, it’s fundamental to running a great festival.

In the end, it boils down to empathy and professionalism: treat artists the way you’d want to be treated if you were performing. Remember that for the artists, festivals can be chaotic one-off shows with plenty of uncertainty – so the more you reduce uncertainty and increase comfort, the better they can focus on doing what they do best. Hospitality-first festivals create a positive feedback loop: artists give better shows, the audience has a fantastic time, the festival’s reputation grows, and you’ll have an easier time booking great acts in the future.

As you plan your boutique festival’s next edition, put yourself in an artist’s shoes and ask: would I be excited to perform here, knowing how I’ll be taken care of? If the answer is yes, you’re on the right track to improving not just artists’ sets, but the entire festival experience.

Key Takeaways

• Quiet Space: Provide artists with a quiet, comfortable green room or backstage area to relax and prepare. A calm artist is a focused artist.
• Quality Catering: Feed performers well with nutritious food and beverages. Healthy catering (respecting dietary needs) keeps artists energized and feeling valued.
• Solid Transport: Plan reliable transportation for artists with time cushions. Ensure they know where to be and have a stress-free journey to and from the stage.
• Clear Communication: Share detailed day schedules with built-in buffers. Include real-time contacts (phone numbers) so artists can reach staff immediately if needed.
• Be Prepared: Stock backstage with emergency essentials (spare strings, cables, adapters, etc.). Small fixes prevent minor issues from derailing a show.
• Professional Payments: Pay artists on time as agreed, with all paperwork sorted. A festival that honors its deals earns a strong reputation among artists.
• Long-Term Benefits: Great artist hospitality leads to better performances and fosters loyalty – cared-for artists will want to return and will sing your festival’s praises to others.