New Festival Platform 101

PHASE I: GETTING STARTED

  1. Clarify Timeline: Discuss lineup launch timeline and request access to their staging website for design purposes.  Let them know we ideally need 2 weeks to prep. Request that the spreadsheet and all image assets be provided 2-weeks before launch date.

  2. Share Design Options: Share examples of other festival lineups currently using the platform so they can decide on using either rectangular/square/circle lineup images, the text-only lineup layout, or a combination of both.  

  3. Lineup Spreadsheet: Create a copy of the default lineup spreadsheet (set access with “anyone with the link can view”) and send to them + me.

  4. Artist Image Specs: Once they’ve decided on the style/layout they like, they will need to resize and crop a single image per artist (no text added to the image).  If they do not want to add image URL to the lineup spreadsheet, they can skip that column and just upload images to a drive/dropbox folder, but images need be saved with artist names as the file names so that the manual uploading process goes quickly.

    1. Rectangular artist images: 1000x600px
    2. Square, Rounded Square or Circular images: 900x900px
    3. note: even if they want the text-only lineup, they should ideally decide on a single image size for all artists, so that their artist pages can be formatted consistently.
  5. Assign Task to DoStuff: Create a task in the Asana Design Requests project, assign it to Stuart and provide the following info:

    1. the festival’s lineup launch date (even if roughly TBD)
    2. the festival’s website and staging website if available, as well as any other design elements they’ve provided (logos / colors / fonts / etc)
    3. the contact name/email for any individuals on the festival team who will need access to the backend
    4. Festival’s design preferences (images vs text, other fests they liked the most, etc)
    5. link to the lineup spreadsheet and schedule spreadsheet

PHASE II: PREPPING FOR LINEUP LAUNCH

  1. Festival Adds Lineup Embed Code to their Website: Festival partner should copy the Lineup Embed Code (found on the dashboard of the backend) and add it to a locked page of their website where the lineup will live. They should then share that page’s link & password with us.

  2. DoStuff Imports the Lineup: Let DoStuff know once the lineup spreadsheet is ready to be imported.  

  3. Festival Uploads Images: If festival’s artist images were not on the spreadsheet, the partner will need to upload the images manually in the backend after DoStuff imports the sheet.

  4. Festival Edits Order of Artists: DoStuff will import the artists to the lineup in the order they're set on the spreadsheet. If that order needs to be changed, you can rearrange the order of artists by going to https://fest-admin.dostff.co/lineups, editing the Lineup in question, then drag/droping artists into the correct order.

  5. DoStuff Customizes Design: DoStuff will use the locked page to preview everything while working on the design customization.


PHASE III: LAUNCHING LINEUP

  1. Unhide Content: In the backend, unhide the Artists, Lineups, and Lineup Pages that should be part of the announcement

  2. Partner Publishes Their Lineup Page: Festival unlocks their page containing the lineup embed and adds it to their navigation menu


PHASE IV: ADDING NEW ARTISTS (optional)

  1. Creating New Artist Records: Festival can add an artist manually using the "New Artist" link on the left nav. One slightly confusing thing is the two name fields on the artist records. They should always try to find the main artist page for the performer in the "DoStuff Artist" field. If there isn't an artist record for it, you can add a new one for them in your Metro Radmin Artist records. They can then use the "Name Override" field if they want to title the artist something special. For example, if the festival wants to have "Post Malone plays Bob Dylan Covers" on their lineup, they should add choose "Post Malone" in the DoStuff Artist field, then change the name to "Post Malone plays Bob Dylan Covers" in the Name Override field.

  2. Adding New Artists to Existing Lineups: After creating a new artist, you must go to https://fest-admin.dostff.co/lineups, edit the Lineup(s) the new artist should display on, add them via the field at the end of the artist list, then drag/drop them into the correct order.


PHASE V: LAUNCHING ADDITIONAL LINEUPS (optional - example below: By Day Lineup)

  1. Creating New Artist Records: if the new Lineup involves more than a handful of artists, the festival can use a new tab of the lineup spreadsheet for filling out all of the content, then send it to DoStuff to import. If the announcement just involves existing artists or only a handful of new artists, the spreadsheet isn't necessary.

  2. Creating New Lineups: If we're using a By-Day Lineup announcement as the example, the festival is going to need a new Lineup for each date of their event, so that they can group artists into date-specific lists.  To create a new lineup, head to https://fest-admin.dostff.co/lineups, click "New Lineup" in the upper right, set the display type (images/text/poster) and add the individual Lineup's artists. Repeat for each day's list of artists. Make sure to check "HIDDEN" before clicking "Create".  

  3. Creating New Lineup Page(s): We then need to tell the system where to display the new Lineups. The fest can either have a single new Lineup Page titled "By Day Lineup" and add the date-specific lineups to it, or a separate Lineup Page for each date-specific Lineup to display on. Once they've decided, they can head to https://fest-admin.dostff.co/lineup_groupings, click "New Lineup Page" and add either one or more Lineups to the page. Make sure to check "HIDDEN" before clicking "Create".  

  4. Sorting the new Lineup Page(s): head to https://fest-admin.dostff.co/lineup_groupings, click "Sort Lineup Pages" in the upper right, drag/drop the new page(s) into the order in which they should be arranged.  The Lineup Page at the top of the list will always be the lineup that loads by default.

  5. Launching the new Lineup Page(s): Unhide the Artists, Lineups, and Lineup Pages that should be part of the announcement.


PHASE V: PREPPING FOR SCHEDULE LAUNCH

  1. Schedule Spreadsheet: Create a copy of the default schedule spreadsheet (set access with “anyone with the link can view”) and send to partner to fill out.

  2. Festival Adds Schedule Embed Code to their Website: Festival partner should copy the Schedule Embed Code (found on the dashboard of the backend) and add it to a locked page of their website where the schedule will live. They should then share that page’s link & password with us.

  3. DoStuff Imports the Schedule: Let DoStuff know once the schedule spreadsheet is ready to be imported.  

  4. Festival Adds Stages to Schedules: go to https://fest-admin.dostff.co/schedules, edit each Schedule record, add that day's Stages into the correct order.

  5. DoStuff Customizes Design: DoStuff will use the locked page to preview everything while working on the design customization.


PHASE VI: LAUNCHING SCHEDULE

  1. Unhide Content: In the backend, unhide the Schedules, Schedule Pages, Shows and hidden Artists that should be part of the announcement

  2. Partner Publishes Their Schedule Page: Festival unlocks their page containing the schedule embed and adds it to their navigation menu




APPENDIX:

Artist: a record for each individual performer.  

Lineup: a collection of Artists. Each individual Lineup can be set to display as artist images, plain text or a poster image.

Lineup Page: a collection of one or more Lineups.  This is what actually shows up on the frontend via the lineup embed code.

Example: Artist record for The Weeknd gets added to the Lineup titled “Friday”, which is configured to display on the Lineup Page titled “By-Day Lineup”.


Show: a record for each individual performance.  This is where you define the performance’s start & end date/times, the stage it’s taking place at, and the Artists associated.

Stage: a record for each location where Shows occur.  Stages get assigned to the Schedule(s) they should appear on.

Schedule: a collection of Stages & their Shows.  Each individual Schedule can be set to display as a grid or a list.  

Schedule Page: a collection of one or more Schedules.  This is what actually shows up on the frontend via the schedule embed code.





Schedule Notes:

  1. In order for the Show to be available to “add to schedule”, it must have an Artist record attached to it.  A show can have multiple performers attached, in which case the first Artist will be the one that appears when you click on the show, then the other artists can be viewed via the left/right pagination arrows.

  2. Usually there will be a single Schedule per day, displaying on a single Schedule Page per day, but there are instances where the festival might need more than a single grid to accommodate all of their Stages on a given day.

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