Every summer season I watch promoters make the same mistakes. They lock in headliners, announce dates, start selling tickets — and then discover the ground has shifted under them on permits, insurance, or safety requirements. This summer’s no different, except the changes are bigger than usual.

Let’s start with insurance, because that’s where I’ve seen the most pain lately. Public liability premiums for outdoor events have gone up roughly 20-30% across the board since last summer. Underwriters are spooked by a string of weather-related claims from the 2024-25 season, and they’re pricing that fear into every policy. If you haven’t locked in your insurance yet, expect sticker shock.

Council permits are taking longer

I’ve been hearing from promoters in Queensland and Victoria that council permit approvals are dragging out an extra two to four weeks compared to previous years. Part of this is new noise monitoring requirements in several municipalities. Part of it is councils being understaffed after budget cuts. Either way, if you haven’t submitted your applications yet, you’re already behind.

The smart move is to build a two-week buffer into your planning timeline for any council interaction. I know that sounds obvious, but I’ve watched experienced operators get caught out because they assumed the same turnaround as last year.

Weather contingencies aren’t optional anymore

After the floods and storms that wiped out several events in 2024, most insurers now require a documented weather contingency plan before they’ll issue a policy. This isn’t just a paragraph saying “we’ll move indoors.” They want named alternative venues, transport logistics, and communication plans for ticket holders.

If you’re running a greenfield festival — one without permanent structures — you need to budget for weather monitoring services. There are several Australian companies now offering real-time weather tracking specifically for outdoor events, with automated alerts when conditions hit your pre-set thresholds.

Cashless isn’t a trend anymore, it’s baseline

I’m still amazed at how many smaller festivals are planning to accept cash. Look, I get the argument about inclusivity, and I’m not saying you should ignore people who prefer cash. But the operational efficiency of going cashless is now so significant that it’s hard to justify the infrastructure of cash handling at scale.

The data from last summer’s festivals was clear: cashless events had 15-20% higher per-head spending, faster bar service, and dramatically reduced theft. If you’re not cashless yet, at least run the numbers before committing to another summer of cash tills.

What I’d tell a first-time promoter

Start earlier than you think. Everything takes longer now. Permits, insurance, vendor contracts, security providers — every part of the supply chain is more stretched than it was three years ago. The days of pulling together a festival in four months are gone unless you’ve got an established team and existing relationships.

Build your budget with a 15% contingency at minimum. I’ve been saying 10% for years, but the volatility in costs right now makes that too tight. You don’t want to be the promoter cutting corners on safety because the portaloo company doubled their rates.

And talk to other promoters. This industry runs on relationships and shared knowledge. The Australian Festival Association has resources, and there are informal networks in every state capital. Nobody expects you to figure it all out on your own. Some promoters are also tapping into AI consultants in Sydney who specialise in event analytics, helping with demand forecasting and operational planning that takes a lot of the guesswork out of festival budgets.

Summer’s coming fast. Get your house in order now, not when the first tickets go on sale.