Festivals & music events
A festival is where the whole system has to work together.
Vendors, booths, cash, gates, event currency and hundreds of staff — all moving during the same weekend, all running from the same event data.
The six weeks before
Vendor lists, product submissions, insurance certificates, booth assignments, staff rosters. The people who own the information submit it themselves, and your team sees a queue rather than an inbox. The reminders go out on their own the morning before each deadline.
The gates
Sell from your own branded pages and take card or invoice. Tickets and Apple Wallet passes are emailed automatically. On the day, scan at every gate with the re-entry rules your site actually needs, and watch admissions update in real time.
Cash, coins and three currencies
Sell at every bar and food stall with POS Stack, record what each vendor took with Sales Stack, and let vendors sell in the event's own currency with Vendor Stack. Cash movements, stock and revenue share all land in the same reports, in yen.
Three hundred staff, one job list
Shifts assigned in Event Base, jobs on their phones in Task Stack, hours clocked at the staff entrance in Time Stack and straight into payroll reporting.
In practice
Belgian Beer Weekend
Japan's largest Belgian beer festival, run across multiple cities every year. It is our own event, and Event Stacks was built inside it — which is why festivals remain the clearest full-product story.
It has run since 2010: hundreds of beers, dozens of vendor stands, cash at every bar, a crew of hundreds, and weather nobody controls. Ticketing, access control, the vendor portal, booth points of sale, event currency and staff shifts all get exercised over a single weekend, which is about as hard a test as the product gets. Every capability in Event Base traces back to something that went wrong on that site.
What runs on the day
Questions we are asked
- Does it work when the site Wi-Fi drops?
- Yes. POS devices and gate tablets write to the device first and sync afterwards, so booth staff can keep selling and gate staff can keep admitting attendees. Only card and QR payment need the network, because the payment service has to answer.
- Can vendors sell in something other than yen?
- Yes. Define coins, tokens or vouchers with their rate, and Vendor Stack records what the booth received in that currency. Reporting stays in yen so everything can be reconciled.
- Can we sell tickets on our own site?
- You sell from your own branded registration pages on your own URL, and the money goes to your own Stripe account. There is no ticket agency sitting between you and your audience.
- How do we handle re-entry?
- Per gate. Some gates are entry-only; others let people leave and come back all day. Admissions and re-entries are logged separately, so the final count is people, not scans.
- Do the vendors upload their own product lists?
- Yes, through the participant portal, with photos, prices and whatever custom fields you need. You approve what comes in rather than typing it.
Walk us through your festival
Thirty minutes, in English or Japanese, on your own event.