Summer

Camp
Music
Festival
Timeline
AugustSept

May 21-24,
2015
Entertainment
Start recruitment

of band/
headliners
Send out
proposals to
prospective
headline groups/
reconfirm
annual acts

Timeline
Oct-Nov

Timeline
Dec

Timeline
Jan

Entertainment

Vendors

Logistics

Marketing

Send out

Submit application Review marketing

vendor
agreements
Prospect new
vendors
Vendor apps
due by Feb

for ACFP site

plan and update
rental
Send out flashback
Reserve the date
videos via social
with rental
media
company
Post on FB and
Resign agreement
twitter to announce
with three sisters
event
Reserve Waste
Create hash tag for
Removal
people to connect
with

Vendors

Logistics

Marketing

Finalize

Prospect new Order wristbands Post headlining act

headlining acts
and old
on social media
Confirm plans for
vendors
Look at
tash and recycling Begin marketing for
suggestions for Finalize vendor
battle of the bands
new acts
rules and
events
Book restroom
regulations
Prospect lower
Post flashback
and shower
acts
trailors
videos and new
videos
Prospect artists
Host contests
Entertainment

Vendors

Book carnival

Have majority
equipment
of vendors
booked
Book lower level

Maintain
fact
acts
sheet with
Begin Battle of
information
the Band Series
about
for local acts
vendors
Maintain fact
Send out
sheet with all
confirmations
bands info
as contracts
are received

Entertainment

Vendors

Logistics
Rent trailers and

Frequently post to

tents and tables

Begin setting up
map and
scheduling
Prospect catering
Rent stages and
backlining

social media
Host more contests
Announce Ticket
sales

Logistics

Host battle of the Place vendors Finish hiring staff

bands events
Have line up
finalized
Send out

Marketing

on site maps
for the event
Continue
Survey the venue
confirming
for any damage
vendors

Sponsors
Develop new

Sponsors
Identify support

Announce VIP option

and street team

Contests announced
via headlining acts
Announce second

materials required
for major sponsors
Keep working to
conform lower
level sponsors
Finalize sponsor
recognition/ logo
needs for printing

security team
Schedule
sound and
light team
Schedule
backstage
team

Other
Announce

volunteer
Options
Start
accepting
soulshine
ambassador
applications

Sponsors
Confirm and

Marketing

sponsorship
proposal
Reach out to new
and old possible
sponsors
Recruit second tier
sponsors
Submit grants to
large companies

Other
Schedule

finalize
sponsorships
Announce
sponsors on
website
Send Invoices

Sponsors
Confirm location

of sponsor
locations at event
Receive money
from sponsors and

Other
Start

accepting
volunteer
applications
Plan green
team

Other
Host battle of
the band
regional
events

Event Timeline Grid

Please note that the program areas can be changed for the event. Sample Event Timeline Program Designations could include:
Art Booths, Parade Units, Special Event Programming, Wedding Ceremony, Wedding Reception, Tourism Components (this would
apply for the wedding guests), dinner, Auction, Invitations/Mailings.