Backstage areas are the beating heart of any event. It’s where the crew gets briefed, artists prepare their sets, suppliers do last-minute deliveries, and the production team holds it all together. But without a solid access plan, things can quickly get chaotic. Here’s a checklist to help you stay in control and make sure only the right people end up in the right places.

Start by clearly defining your backstage zones. Don’t just label everything “Backstage” break it down into logical sections like Main Stage, Crew Catering, Artist Village, Technical Zone, or VIP Backstage. Give each zone a code so your team can easily identify what’s what, both visually and digitally.

Next, assign access rights based on roles. A volunteer helping at the bar probably doesn’t need access to the Artist Village, just like a press photographer doesn’t need to be in the crew area. Be strict about who goes where, and avoid “open backstage” policies unless there’s a really good reason.

Combine visual and digital control for the best result. A wristband with a QR code is great but use different colours and zone labels to make checks faster and more intuitive. 

For example:

• Green wristbands: Crew

• Yellow wristbands: Backstage Guest

• Orange wristbands: Artists

• Blue wristbands: Organisations

• Red wristbands: Members of the organisation which can overrule protocols.

Set up scan points in key areas to monitor access in real time and reduce the chance of mistakes or abuse.

Make sure access is linked to actual planning. Someone who only works on Friday doesn’t need full weekend access. Connect accreditations to shift planning or day-specific permissions so people only have access when they’re actually scheduled. If a shift changes or gets cancelled, access should update automatically.

If your event is bigger than a few dozen people, set up a proper accreditation centre. This is the place where crew and partners collect their wristbands or badges and where you can handle replacements, late arrivals, or last-minute changes without creating confusion elsewhere.

Good communication is essential. Let people know ahead of time where they can and can’t go, and send those details automatically once access has been assigned. No one should be figuring out where they’re allowed to be on the day itself.

On-site, place crew members at strategic backstage entry points. Even with scanners in place, it helps to have eyes on the ground who can double-check access, redirect people, and help prevent unwanted access. Especially for sensitive areas like the Artist Village or Production Office, human control is still key.

Finally, don’t forget to log and review access. Scanning data tells you exactly who went where and when which is not only helpful for post-event evaluation, but also vital in case of security incidents or overcrowding. If you see that a certain area was constantly over-accessed, you can use that insight to adjust your policies next time.

Quick Recap: Backstage Access Checklist****

• Define zones and label them clearly

• Assign access rights per role

• Combine visual markers with digital scanning

• Link access to shifts and planning

• Set up an accreditation centre

• Communicate access info before the event

• Add on-site access control staff

• Log and review all scans post-event