A festival as a project group
Many individual events under one roof – project group, budgets, calendar, team and evaluation
Situation
A ten-day festival with thirty events in five rooms. Each event has its own artists, dates and budget; the festival as a whole needs an overall view, an overall budget and a team that sees everything.
People and permissions
| Who | Does | Needs |
|---|---|---|
| Festival management | creates the project group, sees all individual projects | Create own projects, project manager of the group |
| Production managers | each run one individual project | project team with write permission in the individual project |
| Room scheduling | books the rooms | Plan events directly |
| Administration | checks budgets and funding | budget access, Manage sources of funding |
Workflow
Create the project group. When creating, choose Project group; it gets a status, category and team just like a project. Project groups
Create the individual projects – directly from the group with Create project in this group, or add existing projects with Add projects. A project can belong to several groups.
Book the events. Each individual project gets its events; in the calendar, Show project group shows on every tile that it belongs to the festival, and the Project status filter hides cancelled programme items. Display settings
Manage budgets. Each individual project has its own budget; in the group, the project group aggregation adds up the individual budgets to the overall budget. Create funding as a source of funding and release it to the projects. Project group aggregation · Projects & budgets
Team and visibility. Whoever is in the group's team sees the group – not automatically every individual project. Production managers belong in the team of their individual project; the festival management in all of them, or it gets Read all projects. How project permissions work together
Publish the programme. The Season schedule projects (PDF) shows all programme items in wall-calendar style; the Excel event list provides the data for the website and print. Season schedule projects (PDF)
Evaluate. Record BI data per individual project; the BI dashboard compares the productions by audience, revenue and effort. Business intelligence in the project
Pitfalls
- The project list only shows the group: check the filter Only project groups or Only projects without group.
- The overall budget does not add up: only columns marked Relevant for budget flow into the aggregation. Budget-relevant column
- Shifts: they always belong to the individual project, never to the group; in the duty roster, the project mode per individual project helps.
Variants
- A season instead of a festival: one group per season or division works the same way; the group is a way of organising, not a series of events.
- Pre-planning: first place programme ideas in the planning calendar with projects in the status in planning until the programme is fixed.
Last updated on
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