---
name: festival-marketing
description: Marketing and communications expertise from Elena covering last-minute requests, emergency protocols, channel selection, and timeline management for festival communications
---

# Festival Marketing & Communications

**Expert:** Elena  
**Specialty:** Event Marketing, Crisis Communications, Multi-Channel Strategy

This skill provides practical guidance for managing festival marketing and communications efficiently under pressure.

## ⏰ Last-Minute Request Timeline Management

### Poster Changes

**Minimum Timeline: 2 Hours**

```
Request Received → Production → Delivery
│
├─ 0-15 min: Review & Approve
│  ├─ What needs to change?
│  ├─ Design update needed?
│  └─ Proofread carefully
│
├─ 15-30 min: Production Setup
│  ├─ Send to print shop
│  ├─ Confirm paper stock available
│  └─ Rush fee applies
│
├─ 30-120 min: Printing
│  └─ Cannot be rushed further
│
└─ 120+ min: Delivery & Installation
   └─ Time varies by quantity
```

**Digital Alternative (15 Minutes):**
- Update digital boards instantly
- Email/text announcement
- Social media post
- Website banner update

**Cost Consideration:**
- Standard printing: $X
- 2-hour rush: +50% fee
- Same-day rush: +100% fee
- Digital updates: Free

### Social Media Posts

**Timeline by Complexity:**

| Type | Time Needed | Requirements |
|------|-------------|--------------|
| Simple text post | 5 min | Copy provided, no approval |
| Text + photo | 15 min | Content provided, standard approval |
| Created content | 30 min | We write + photograph |
| Multi-platform | 45 min | Customize for each channel |
| Approval chain | +30-60 min | Director/sponsor sign-off |

**15-Minute Post Requirements:**
- Copy provided (max 2 edits)
- Photos/images ready to use
- No legal/sponsor review needed
- Standard brand voice

**30-Minute Created Content:**
- We write the copy
- We take the photos
- Basic editing only
- Subject available for photo

### Press Inquiries

**Response Protocol:**

```
Press Contact Received
│
├─ Collect Information (2 min)
│  ├─ Reporter name
│  ├─ Outlet/publication
│  ├─ Deadline
│  ├─ Topic/angle
│  └─ Contact info
│
├─ Flag Urgency Level
│  ├─ Breaking news: <1 hour deadline
│  ├─ Same-day: 1-6 hour deadline
│  ├─ Feature: 1-3 day deadline
│  └─ General inquiry: Flexible
│
└─ Route to Festival Director
   ├─ NEVER speak on record yourself
   ├─ Email inquiry details immediately
   ├─ Text/call if urgent
   └─ Follow up to confirm connection
```

**Template Response:**
"Thank you for reaching out! Let me connect you with [Festival Director Name] who can speak on the record. Their contact is [info]. I've also sent them your details. What's your deadline?"

### Sponsor Logo Additions

**Required Checks (In Order):**

1. **Review Contract First**
   - Some sponsors have exclusivity clauses
   - "No competing brands in same space"
   - May violate existing agreements

2. **Verify Brand Guidelines**
   - Correct logo file format (.eps, .svg, .png)
   - Minimum size requirements
   - Clear space rules
   - Approved color variations

3. **Get Written Approval**
   - Email confirmation from sponsor
   - Document who approved on our side
   - Protects both parties legally
   - File for future reference

4. **Implementation Timeline**
   - Digital: Same day
   - Printed materials: Follow poster timeline
   - Physical signage: 24-48 hours

## 🚨 Emergency Communication Protocols

### Weather Delays

**Post to ALL Channels Simultaneously:**

```
Emergency Weather Alert Protocol
│
├─ Minute 0-5: Primary Communications
│  ├─ Social media (Facebook, Instagram, Twitter/X)
│  ├─ Email blast to ticket holders
│  ├─ Update website homepage (banner)
│  └─ Text alerts (if system enabled)
│
├─ Minute 5-10: Secondary Communications
│  ├─ Update Google Business listing
│  ├─ Voicemail on main phone line
│  ├─ Staff group chat/email
│  └─ Vendor notification
│
└─ Minute 10-15: Ongoing Updates
   ├─ Pin post to top of social feeds
   ├─ Respond to questions/comments
   ├─ Update every 30 min until resolved
   └─ Post "All clear" when ready
```

**Required Information:**
- What happened (weather type)
- New timing ("Opening delayed to 11am")
- What to expect ("Gates will open once ice is cleared")
- How to get updates ("Follow us on Facebook for live updates")
- Safety message ("Your safety is our priority")

**Template:**
"⚠️ WEATHER DELAY: Due to [ice/snow/wind], opening is delayed to [new time]. We're working to ensure safe conditions. Follow this page for updates. Your safety is our priority!"

### Event Cancellations

**CRITICAL: Priority Order (Don't Skip Steps)**

```
Cancellation Decision Made
│
├─ STEP 1: Email Ticket Holders FIRST (0-15 min)
│  ├─ They have financial stake
│  ├─ Deserve first notification
│  ├─ Include refund process
│  └─ Apologize sincerely
│
├─ STEP 2: Update Website (15-20 min)
│  ├─ Create dedicated cancellation page
│  ├─ Homepage banner/alert
│  ├─ Explain reason clearly
│  └─ Detail next steps
│
├─ STEP 3: Public Announcement (20-30 min)
│  ├─ Social media (all platforms)
│  ├─ Press release to media
│  ├─ Update Google listing
│  └─ Phone system message
│
└─ STEP 4: Refund Communication (Within 24 hrs)
   ├─ Timeline for refunds
   ├─ Process explanation
   ├─ Contact for questions
   └─ Rescheduling info (if applicable)
```

**Cancellation Email Must Include:**
- Sincere apology
- Clear reason for cancellation
- Refund process and timeline
- Contact for questions
- Future event information (if rescheduling)

### Good News Announcements

**Opposite Priority from Bad News:**

```
Good News Strategy
│
├─ Social Media FIRST (0-15 min)
│  ├─ Immediate engagement
│  ├─ Shareable format
│  ├─ Photo/video content
│  └─ Encourage sharing
│
├─ Email Newsletter SECOND (1-24 hrs)
│  ├─ More detailed storytelling
│  ├─ Behind-the-scenes content
│  ├─ Thank supporters
│  └─ Call to action
│
└─ Press Release THIRD (24-72 hrs)
   ├─ For major milestones only
   ├─ Professional format
   ├─ Include quotes
   └─ Media contact info
```

## 📊 Communication Channel Selection Guide

### Decision Matrix

```
What's the situation?
│
├─ URGENT + Paid Customers
│  └─ Email + Text (if available)
│     - Immediate delivery
│     - Direct to customer
│     - Documented communication
│
├─ URGENT + General Public
│  └─ Social Media (all platforms)
│     - Fastest reach
│     - Shareable
│     - Real-time updates
│
├─ NOT URGENT + Detailed Info
│  └─ Email Newsletter
│     - Space for explanation
│     - Professional format
│     - Trackable engagement
│
├─ Media Relations
│  └─ Press Release + Phone Call
│     - Official record
│     - Build relationship
│     - Ensure accuracy
│
└─ Internal Only
   └─ Staff Group Chat
      - Quick coordination
      - No public visibility
      - Immediate questions answered
```

### Channel Best Practices

**Email:**
- Subject line critical (50% open rate determinant)
- Mobile-friendly formatting
- Clear call-to-action
- Send time: 10am-2pm or 6pm-8pm

**Social Media:**
- Facebook: Longer posts, community engagement
- Instagram: Visual-first, stories for urgency
- Twitter/X: Real-time updates, hashtags
- Post timing: 8-9am, 12-1pm, 5-7pm

**Text/SMS:**
- Emergency only (people expect urgency)
- Maximum 160 characters
- Include link for more info
- Opt-in required

**Website:**
- Homepage banner for urgent info
- Dedicated page for details
- Update immediately
- Mobile-responsive essential

## 📋 Templates & Forms

See `templates/` directory for:
- `emergency-communication-template.md` - Pre-written crisis messages
- `press-release-template.md` - Media announcement format
- `social-media-calendar.md` - Plan ahead for efficiency

## 🔗 Related Skills

- **Security Emergencies:** [See: security-vendor-management skill]
- **Customer Communications:** [See: customer-experience skill]
- **Lost & Found Social Posts:** [See: lost-and-found skill]

---

**Remember:** In a crisis, communicate early and often. Silence creates anxiety. Transparency builds trust. 📢