Festival vendor software for the weekends that make your year

Festival season is brilliant. The admin around it is not. Pitch fees, deposits, a different crew every weekend, and no signal to sort any of it.

VendorPad puts each festival in the diary with its crew and its costs attached, so you know who is on site, what it cost and whether it was worth it.

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Festival season is chaos. The admin doesn’t have to be.

If you’ve done more than one season you know the drill. Confirmations land in spring for events in July. Some organisers use email, some use a form, some are a bloke called Dave you met two years ago. By March you’ve lost track of which weekends are confirmed and which are still a maybe.

Then the people. Three weekends in a row, four casuals, two of them students who can only do one of the three. Someone’s Level 2 ran out in April. You find out when the organiser asks for the certificates on the Thursday before.

And the money. A good weekend turns over thousands. But once you take off the pitch fee, the diesel, the stock, the accommodation and four days of wages, did it make anything? Most vendors don’t know until they sit down with a calculator in November.

Your whole season, with names and numbers on it

Confirmed or provisional, on one calendar

Put each festival in as provisional when you apply and confirmed when it lands. The calendar shows the whole season by colour, with a clash warning if two events land on the same weekend.

A crew on every weekend

Assign staff to each festival and they see it when they log in. On site they clock in and out on the phone, breaks included. You approve the hours afterwards and the pay works itself out. Certificates sit on each person with an expiry date and a reminder before it runs out.

See the real festival profit

Log the pitch fee, fuel, accommodation and stock against the event. Staff cost comes in from the timesheets. The profit report shows which festivals are gold and which ones to drop next year.

Keep the money straight across a packed schedule

Deposits due before the event, balances after. Each booking carries its own with due dates and status, and reminders go to the customer when a balance is due or late. Your cash position is in the list, not in your head.