North Quay Festival 2026: a fictional festival example.
A worked, fictional scenario showing how FloorPilot works around one event. All data is invented and only meant to show how it works.
Indoor/outdoor harbourside festival.
Zones: Main Stage, Harbour Stage, Entrance, First Aid, Backstage and Tech. Teams: organization, security, bar, first aid, tech, runners and floor manager/command.
We do not show visitors inside without real ticket/scanner integration; here you see expected visitors and capacity.
Live overview
--:--:--- First-aid deployment · Main squareOPENAssigned to First-aid post 1 · 21:15
- Fence moved · South entranceBUSYAssigned to Security Lead · 21:04
- Sound check · Stage ADONEAssigned to Stage manager · 20:48
- Missing child · info pointDONEAssigned to Coordinator · 20:31
- Power outage · bar 2BUSYAssigned to Tech · 20:12
- Security LeadSouth gate
- First-aid post 1Main square
- Stage managerStage A
- CoordinatorBackstage
- Reported21:15
- Assigned21:16
- On sitenot yet
- Resolvednot yet
Every step lands in the append-only audit log, with role and timestamp.
Ready before go-live.
Readiness is preparation, not a visitor count. It shows what is done and what is still open before the event starts.
What carries over from the 2025 edition?
North Quay 2026 does not start with an empty run sheet. What held in the previous edition stays, the difference asks for a fresh judgement.
- Zones and siteSame layout as 2025Unchanged
- Expected visitors12,000 to 15,000Changed
- HavenpodiumSecond stage addedNew
- First-aid contactSame post, different numberChanged
- Eastern emergency routeNot filled in in the previous editionNot recorded
- 2025 evaluation pointStaff the entrance earlier at peakNew
An item that was not recorded in the previous edition does not come back as “unchanged”. Not knowing is not a confirmation.
Not everyone sees everything.
Crew joins via QR or PIN and only sees what fits their role. Floor manager/Command sees the full picture.
Sees bar tasks and its own zone, no security or medical detail.
Sees security tasks, incidents and escalations for its zone.
Sees medically relevant reports and contacts.
Sees technical tasks and the schedule.
Sees the full picture live, across roles and zones.
Crowding at entrance
Reported 20:14 · assigned by Command 20:16
- Your zone: South entrance
- Emergency contact: Safety coordinator
Read is not confirmed. Only after this button does it enter the audit log.
The same report, seen from the floor
At 20:16 Command assigned the incident. This is what the Security Lead saw on their phone at that moment: one task, their own zone and a button to confirm. No access to medical detail or the full incident overview.
- No office loginCrew joins via QR or PIN, for the duration of the event.
- Only their own role and zoneWhat a Security Lead sees is not what first aid sees.
- Confirming is an actionThe 20:16 confirmation appears as its own line in the audit log below.
Watch live during the event.
- 20:14Incident reported: crowding at entrance
- 20:16Assigned to Security Lead
- 20:22Action: extra queue marshalling deployed
- 20:31Status: resolved · update to Command
Zone overview (loose zone blocks). A real floor plan is an uploaded map layer.
One incident, properly tracked.
- Assigned to
- Security Lead
- Action
- Extra marshalling + update
- Status
- resolved
Better than scattered WhatsApp messages: the report has an owner, a status and a timeline, and stays findable afterwards in the report and the audit log.
Afterwards: an accountable record.
Incident overview
1 incident, resolved within 17 min.
Timeline & handling
Full chronology with actions and owner.
Audit log
Append-only: who, when, which role, why.
Improvements
Staff the entrance earlier at peak arrival.
Internal version
Full picture for the team itself.
Client/stakeholder version
Curated, with only what is meant to be shared.
Sensitive detail (medical/security) is not shared broadly by default; the organizer decides what goes out.
The audit log of this evening
Append-only: lines are added, never overwritten or deleted. This is the same report you saw come in live above.
| Time | Role | Action | Version | Status |
|---|---|---|---|---|
| 13:05 | Event manager | briefing version 4 published | v4 | CURRENT |
| 13:22 | Security Lead | role confirmed via crew app | v4 | CONFIRMED |
| 20:14 | Crew · Entrance | incident reported: crowding at entrance | INC-021 | NEW |
| 20:16 | Command | incident assigned to Security Lead | INC-021 | IN PROGRESS |
| 20:16 | Security Lead | receipt confirmed via crew app | INC-021 | CONFIRMED |
| 20:22 | Security Lead | action recorded: extra queue marshalling | INC-021 | IN PROGRESS |
| 20:31 | Security Lead | status updated after response on site | INC-021 | RESOLVED |
| 20:38 | Command | incident closed with short evaluation | INC-021 | CLOSED |
| 23:58 | Event manager | report generated for client | R1 | SHARED |
From organizer to stakeholder.
Municipalities and public partners can participate as reviewers, pilot partners or contracting organisations, depending on procurement and the operating model. FloorPilot supports collaboration and information exchange around event operations. FloorPilot does not replace a municipal case, permit or decision-making system. Official decision-making remains with the competent authority.
What the municipality would see for this event
Two situations, deliberately kept apart. Without the municipality taking part, FloorPilot never shows an official status by itself.
The municipality does not use FloorPilot
You submit via the municipality's regular channels.
- Dossier ready
- Export created
- Version shared
- Sending moment recordedWhat, when, to whom
- Follow-up version prepared
FloorPilot then does not automatically show “officially received”, “under review” or “approved”. That status only exists if you enter it yourself, clearly labelled as your own record.
The municipality participates or has an integration
Within the FloorPilot collaboration, with roles and permissions per department.
- Shared dossier
- Document received within FloorPilot
- Missing information visible
- Feedback or addition
- Current version
- Audit trailShared, append-only
Official decision-making remains with the competent authority.