Events and rental: Customer portal for festival production teams
A portal for festival production teams where suppliers and the organiser find their instructions, site maps and slots, and send questions and documents through one place.
What customers of festival production teams want to see.
In the weeks before a festival, festival production teams send hundreds of emails with instructions, site maps and delivery times to suppliers. Every new version of the site map goes round again, and a week before the build a driver is still using a map two versions old. Suppliers also have to submit documents: proof of insurance, vehicle details, crew names for accreditation, technical specifications. These arrive in different inboxes, in different formats and often late. Meanwhile the organiser wants to see how production is going but only gets an update when they ask.
Customer portal for festival production teams
Example- 1
Define access per party
DoneEach supplier gets access to their own part of the festival: their zone, their slots and the instructions that apply to them.
- 2
Show current maps and instructions
In progressThe portal always shows the latest released site map, with the supplier's zone highlighted.
- 3
Collect submissions and questions
NextSuppliers upload requested documents in the portal, each with its own deadline.
From invitation to approval.
Define access per party
Each supplier gets access to their own part of the festival: their zone, their slots and the instructions that apply to them. The organiser sees the overall picture of progress and open points. Per party you decide which documents are visible, so the caterer does not see the stage builder's technical drawings.
Show current maps and instructions
The portal always shows the latest released site map, with the supplier's zone highlighted. Instructions on arrival, unloading, working hours and safety are listed per supplier. When a new version appears, the supplier sees what changed and confirms they have read it.
Collect submissions and questions
Suppliers upload requested documents in the portal, each with its own deadline. If something is missing, the production manager sees it in an overview. Questions from suppliers arrive as messages on the festival, not in someone's personal inbox. Everything stays together and can be found later.
Less email, the same records.
Suppliers currently receive a production email with attachments, a shared folder and sometimes an accreditation form. The portal shows what comes from your schedule and running order; you remain the owner of site map, slots and instructions. Documents suppliers submit remain theirs but are stored with the festival. An accreditation system the organiser uses can stay; the portal simply gathers the details it needs.
Suppliers only or organiser too
A portal for suppliers only keeps things simple. Organisers, however, also want to know how things are going and will otherwise keep emailing. A separate overview for the organiser, with progress per zone and open points, saves you from writing a daily update. It shows only what they need to act on.
Confirm reading or optional
Asking a supplier to confirm they have read a new map or instruction costs them a click and gives you certainty. Publishing without confirmation is easier, but you do not know who is working from an old version. For critical changes, such as a different gate, confirmation is usually worth it.
Deadlines per document or one date
One deadline for all documents is easy to communicate, but some items, such as vehicle details for a permit, are needed earlier than crew names for accreditation. Deadlines per document fit reality better, provided the portal shows what is due when. A reminder shortly before each deadline helps.
Clients in other industries.
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Read the storyWhat customers find in the portal.
Each supplier gets access to the current site map and instructions, with read confirmation and document submission with deadlines. Before going live we try an ordinary preparation period together, and a week in which the site map changes twice and a supplier submits proof of insurance late. An overview for the organiser and messages per supplier can be switched on later, so nobody needs to ask for an update every day.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan suppliers see each other's details in the portal?
No, only their own zone, slots, instructions and documents. If two suppliers work together in one zone, you can let them see each other's contact person. Technical details, prices and other parties' documents stay shielded. You set this per festival.
Can the organiser submit documents too?
Yes. The organiser can upload the permit, emergency plans or the artist list, for example. You decide which suppliers may see which of those. The organiser does not have to email everyone, and if a document changes, those suppliers see that too.
What if a supplier does not want an account?
A personal link per supplier with an email check is usually enough. Larger suppliers who return every year often prefer an account. Both give access only to their own part, and a link can be withdrawn after the festival.
Is the data kept after the festival?
That is up to you. Documents and handovers can be kept for evaluation and next year. Personal data such as crew names can be removed after an agreed period. The portal shows what is still stored, and the period can be set per festival.
Add-ons for your industry.
What often connects to this.
- Digital job cards for festival production teamsDigital job cards for festival production teams that bring the released production schedule to the crew zone by zone and report progress, deviations and handovers back.
- Website for festival production teamsA website for festival production teams that describes production services and facilities clearly enough for an organiser to see which part of the production they can hand over and what stays with them.
- Enquiry form for festival production teamsAn enquiry form for festival production teams that collects the site map, supplier list and permit status, so a production manager quickly sees how far along a festival already is.
One place for your customers.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Customer portal for festival production teams: supplier instructions, site maps and delivery slots per party, with submitted documents in one place.
- Define access per party
- Show current maps and instructions
- Collect submissions and questions