For dance festival organizers

Artist management software for dance festivals

A typical festival brings in dozens of instructors, DJs and performers — each with a passport, flights, a hotel room, workshops, a show slot and a fee. FestivalOS keeps all of it in one place instead of scattered across WhatsApp threads and spreadsheets.

Try FestivalOS See the interactive demo

Why artist management gets messy

Passport photos arrive in private chats and end up on personal phones.
Flight changes are missed, so nobody is at the airport for pickup.
An artist is scheduled to teach before their plane lands.
Fees, travel and hotel costs live in a different file than the budget.

The workflow, step by step

1. Invite artists with one link

Send each artist or couple a personal registration link. They fill in contact details, dance style, bio and photo themselves — no more copying data from chats into spreadsheets.

2. Collect passports and contracts securely

Passports and contracts are stored privately. Every view or download is recorded in an access log, previews carry a festival watermark, and sensitive files are deleted automatically 30 days after the festival ends.

3. Chase missing info in one click

See at a glance who is missing a passport, flight, signed contract or photo, then send a ready-made reminder by WhatsApp or email.

4. Plan flights, pickups and hotels

Track arrival and departure times, airport pickups and room assignments per artist. Shared rooms or transfers can split costs across people.

5. Build workshops, shows and rehearsals

Place artists into the workshop timetable, show running order and rehearsal slots. Print A4 backstage run-sheets and share a public mobile schedule with dancers.

6. Catch conflicts before they happen

The Festival Health Check flags artists teaching before they land, overlapping commitments and hotel dates that don't match flights — with a link to fix each one.

7. Keep fees and costs under control

Record artist fees, travel and accommodation as expenses next to ticket income, so you always know where the budget stands.

Built by festival organizers

FestivalOS comes from Latinario Events, the team behind Sensual Summer Weekend in Athens. We built it because we lived these problems ourselves.

Common questions

Who is this for?: Organizers of salsa, bachata, kizomba, zouk and other dance festivals and congresses who book international instructors and performers.
Do artists need an account?: No. Artists complete their details through a personal invitation link.
Can my team work on it together?: Yes. Invite team members with roles, so each person sees only the parts of the festival they need.
What currency are finances in?: Finances are currently tracked in euros.

Run your next festival's artists in one place

Request early access and we'll set up your festival with you — or write to us at latinarioevents@gmail.com.

Request early access