Industries · Concert & festival organisers
We build festival and concert systems that hold the whole show in one place — artist deals, ticket sales, suppliers, crew, accreditation, sponsors and the settlement — so the team works from one plan and the numbers are clear the morning after.
01Where shows lose money
A concert or festival is a small company that exists for a few months. Most organisers build its operating system from scratch each time — in spreadsheets, inboxes and chat groups.
What happens
Offers, counter-offers, fixed fees, backend splits, deposit dates, riders, flights and hotels for each act sit in separate email threads with different agents.
What it costs
A deposit paid late jeopardises a booking, a hospitality rider is missed, or the settlement is calculated on the wrong deal terms.
With one system
One record per artist booking with the agreed deal, payment schedule, rider, travel, set time and open items — so everyone works from the same terms.
What happens
The team checks the ticketing dashboard for sales and a separate budget spreadsheet for costs, and the two are compared by hand when someone asks.
What it costs
Marketing spend decisions, extra tiers or production upgrades are made without knowing the real break-even position.
With one system
Ticket sales imported from your ticketing platform sit next to committed costs, so break-even, forecast result and sales pace are always visible.
What happens
Staging, sound, lighting, fencing, toilets, power, F&B vendors and security each get their own WhatsApp group and a version of the site plan.
What it costs
Deliveries clash at the gate, a generator arrives a day late, and the production manager is the only person who knows the real schedule.
With one system
A build schedule by area and supplier, with POs, documents, delivery slots and sign-offs tracked against the site plan.
What happens
Hundreds of crew, volunteers, vendors' staff and media are invited, approved and issued wristbands from a shared sheet.
What it costs
Wrong access levels, missing wristbands at the gate on build day and no reliable record of who was on site.
With one system
Accreditation requests, approvals, zones and credential collection in one system, with crew schedules and call times attached.
What happens
Each sponsor contract promises signage, activations, social posts, tickets and hospitality — but delivery is tracked in a deck or not at all.
What it costs
A sponsor finds their logo missing from the stage screen, or the recap report takes weeks to assemble.
With one system
Each sponsor has a deliverables checklist with owners, proof of delivery and a recap report built from what was actually done.
What happens
After the event, finance gathers ticketing reports, bar revenue, supplier invoices and artist deals to work out the result and artist backend.
What it costs
Artist settlements delayed, supplier disputes and no clear lesson for the next edition until long after it's needed.
With one system
Revenue, costs and deal terms are already linked, so show settlement and the event P&L are drafted the next morning for finance to review.
02Festival platform preview
Switch between the views the promoter, production manager, artist liaison, finance and partnerships team would use every week. Every screen is designed around your shows in discovery.
Illustrative interface with sample data — your system is designed around your shows, venues and team.
Illustrative demo · sample dataCan you picture your next edition on it?
Build your festival system03Solutions
Every deal on one record
Offers, agreed terms, contracts, deposits, riders, travel, hotels, set times and advancing notes for every act — with open items flagged as the show approaches.
Every deal on one record
Offers, agreed terms, contracts, deposits, riders, travel, hotels, set times and advancing notes for every act — with open items flagged as the show approaches.
Not every festival needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI in your festival system works on your own deals, sales, suppliers, crew and sponsor records. It reads, reconciles and drafts — the promoter, production and finance teams decide.
AI prepares; people approve. Offers, contracts, payments, settlements, accreditation and messages to agents, suppliers or sponsors are always confirmed by your team. Crowd management, site safety and permit decisions stay with your safety lead and the responsible contractors — AI never makes them.
Extracts the fee, payment dates, backend terms, set length, hospitality and technical requirements into the booking, and lists clauses that differ from your standard terms.
Compares ticket sales by tier and day against plan and committed costs, shows the gap and which tiers are behind, with the figures behind each point.
Lists missing supplier documents, unconfirmed deliveries, unapproved accreditation and open rider items, ordered by date and owner.
Calculates the backend from the deal terms, ticket revenue and agreed costs, attaches the workings and flags any cost line that needs confirmation before it goes to the agent.
Builds a recap from delivered items and uploaded proof — signage, activations, posts and hospitality — and flags anything promised but not yet evidenced.
05A day with ORCHESTR
An illustrative day — every system is designed around how your team actually works.
06Integrations
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
07How we build your system
08Why it matters
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
09Possible use cases
Examples of what we could build — not completed client projects.
Line-up, ticketing data, site build, vendors, accreditation and sponsors for a two- or three-day outdoor festival with tens of thousands of attendees.
Several concerts a season, each with its own deal, venue, ticketing and settlement, and a promoter view across every show.
Event submissions, approvals, registrations or tickets, promoters and attendance for a brand running frequent events for students and young audiences.
Multi-venue programmes with performers, partners, grant or sponsor reporting and a large volunteer team.
Running today
For Unifest, a university-level events operation, ORCHESTR built an event platform where each event moves through submission, approval, participant registration and execution, with attendance and reporting built in.
01 / 01University Event Platform
Approvals, registrations and attendance in one place.
FAQs
Hospitality & events
No. Your ticketing platform keeps selling tickets. We import sales by tier, day and channel through its API or exports and put them next to your costs, deals and settlement — where the ticketing dashboard can't.
Yes. Fixed fees, backend percentages, versus deals, bonuses, payment schedules and agreed show costs are recorded per booking, so settlement uses the terms that were actually signed.
Suppliers, vendors, media and volunteer coordinators submit requests for their own people. Your team approves them in batches, assigns zones and shifts, and collection is logged with a scan on site.
Each permit, visa or approval is tracked as a step with an owner, due date and documents. The system helps prepare the information, but submissions to authorities are made by your team or your appointed agents.
If you want them to. Sponsors can see their deliverables and proof; suppliers can upload documents and book delivery slots. Each external user sees only their own records.
It depends on how much is rebuilt each year. Most of the value comes from keeping deals, suppliers, crew, sponsors and results from one edition to the next. We'll be honest in discovery about whether it makes sense for your scale.
Usually. Supplier lists, crew databases, sponsor contracts and last edition's budget and results can be imported from spreadsheets and exports, so the first edition on the system starts with history.
Reading contracts and riders, tracking break-even, surfacing open items in build week, drafting settlements and sponsor recaps. Every payment, message and approval is confirmed by a person, and safety decisions are never delegated to it.
We quote after a discovery session, based on the modules, the number of shows or editions, integrations and the volume of crew and suppliers involved. Hosting and support are agreed in writing before the build.
Start here
Tell us how your shows come together today. We'll come back with how one system could connect artists, tickets, suppliers, crew, sponsors and settlement.
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