Modules · Food & drink
Food and drink is where your margin lives and where a day can really go wrong. This part keeps bars, food trucks, stock and revenue together, from purchasing to final settlement.
A glimpse of this module
with sample data, live⚠ IPA keg main bar: 2 left · restock before 20:30
Food & drink shares data with Crew & volunteers, Budget & money and Tickets. Change one thing and they move with it.
Nineteen modules, one system. Change it here and it stays right everywhere.
What it does
Every bar and food stand has its own menu with prices. Change a price at the office and the tills know it right away.
Kegs, cans, cooling, ice: what there is, what is at each bar and when it needs topping up. Based on the expected turnout from the ticket figures.
If the IPA is nearly gone you want to know at 19:00, not at 21:30 from an angry visitor. Stock alerts per product per bar.
QR credit for smaller editions, tokens if you prefer. Volunteer credit and crew drinks run through the same system.
Spot, power, fee or revenue share, arrival time. The arrangements sit alongside the contract and the load-in appears automatically in the run sheet.
During the day you see per bar what is going through. Afterwards the food and drink settlement rolls straight into the budget.
At most events, the food and drink is the biggest source of income alongside ticket sales, and at the same time the place where a day can turn financially. Bars and food trucks have to keep delivering from opening to closing, without the beer running out at nine o'clock or the cooling giving up. That takes a grip on the purchasing, the stock and the revenue, per bar and per hour of the day.
Good festival hospitality starts with the expected turnout from your ticket figures: from there you work out how much drink and food you need. Every bar and food stand gets its own menu with prices, and during the festival you want to see, per product per bar, when the stock is running out, so you top up in time instead of selling out. Payment is cashless with a QR credit or with tokens, with the volunteer credit and the crew consumption running along too.
That way, at the end of the day, you know exactly what every bar has taken. Hospitality is one part of festival.productions and it shares its data with the rest: the stock is calculated from your ticket figures, the revenue carries through to the budget and the food-truck slots sit in the run sheet.
Frequently asked questions
You base the purchasing on the expected turnout and on experience figures for consumption per visitor per hour, with a buffer for good weather and peak moments. Calculate per bar and per time block, because the main bar runs differently from a stage bar. In this module the system works out the purchasing from your ticket figures and warns you, per product per bar, as soon as stock runs low.
Cashless with a QR credit or app is fast, gives real-time revenue insight and keeps cash off the site, but it needs a network and equipment. Tokens are simple and reliable without a connection, but they cost issuing and counting work. Both work; in this module cashless credit, tokens, volunteer credit and crew consumption all run in the same overview.
Hospitality revenue per visitor is a benchmark that varies a lot by type of festival, duration and audience, so fixed amounts say little. What matters more is that you measure it per edition, so next year's budget gets sharper. This module shows the revenue live per bar and puts the per-visitor figure next to your budget afterwards.
Both models occur. A fixed pitch fee gives you certainty up front, a percentage of the revenue shares the risk and the return with the truck. On top of that, record the spot, the power and the arrival time. In this module those agreements sit next to the contract and the load-in goes into the run sheet automatically.
Work with a stock alert per product per bar, so you hear well in time that, say, the IPA at the main bar is nearly out and can top up before a visitor gets a no. Plan the top-up moments into the run sheet too. This module tracks the stock per bar and gives the signal hours ahead, not after the fact.
Think of a licence to serve low-alcohol drinks, bars and food stands with menus, stock and cooling, a payment system and enough volunteers behind the bar. You match the purchasing to the expected turnout. In this module you keep bars, menus, stock, payment method and revenue together, from purchasing to final settlement.
Everything in one place
In festival.productions, Food & drink feeds straight into Crew & volunteers, Budget & money and Tickets. You change it in one place and it stays right everywhere, from the budget to the event day.