Festival Operations Platform
Make Managing Large Festivals Feel Simple
We replaced scattered spreadsheets with a custom web portal that handles applications, shifts, and payments—giving organizers clarity instead of confusion.
Festival Operations Platform
We replaced scattered spreadsheets with a custom web portal that handles applications, shifts, and payments—giving organizers clarity instead of confusion.
Nova MultiFest is the premier multicultural festival in Atlantic Canada. Each year, they host tens of thousands of attendees, supported by an immense logistical operation involving hundreds of vendors, performers, and dedicated volunteers.
A bespoke festival operations platform handling the entire participant lifecycle:
Managing thousands of participant details across spreadsheets and emails was causing
administrative burnout and data silos.
Handling 300+ paper applications, tracking support documents, and manual payment reconciliation was a logistical nightmare.
Coordinating hundreds of volunteers via email led to confusing shift assignments, untracked hours, and difficulty managing rewards like food coupons.
The core organizing team lacked a central view, relying on disparate tools that made tracking overall event status nearly impossible.
Without a database of past participants, they couldn't easily re-invite trusted vendors or volunteers. They lost contact with good talent.
Moving the festival’s core operations from manual spreadsheets to a fully
connected digital system.
Participant Onboarding
A unified portal designed to handle the unique intake requirements of every festival participant.
Distinct application paths ensuring vendors, performers, and volunteers only see relevant questions and document requirements.
Participants can log in to check their approval status at any time, reducing endless email queries.
Mandatory uploads (like insurance or food safety permits) ensures nothing gets lost in an inbox.
Volunteer Management
A dedicated system to recruit, assign, track, and reward the massive volunteer force required to run the event.
Organizers create specific roles with granular permissions, allowing volunteers to self-select shifts that fit their skills.
The system automatically asks volunteers to reconfirm their shifts days before the event, giving the team extra time to plan contingencies if anyone cancels.
Digital logs of hours worked ensure accurate reporting and easy management of food coupons.
Finance Dashboard
Giving the organizing team full visibility into payments and secure control over data access.
Upon application approval, invoices are generated and tracked automatically within the platform.
The team can instantly see which vendors have paid booth fees and who is outstanding.
Vendors can pay their booth fees directly inside the portal using credit cards, instantly updating their status to "Paid."
Admin Controls
Empowering the core team with the tools they need to manage the event behind the scenes.
Secure access controls ensure team members only see the data relevant to their specific role (e.g., Volunteer coordinators don't see vendor payments).
A single view for the team to define volunteer roles, create shift schedules, and spot gaps in coverage.
Applications and document submissions are now 100% digital.
Shifts are fully staffed with accurate tracking of hours and rewards.
Vendors and performers appreciate the transparent, easy-to-use application portal.
Payment records and participant data are organized for post-event reporting.
Stop managing festivals with spreadsheets. Let's build a custom platform
tailored to your specific logistical needs.
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