D8

Redeye Music Fest 2026

Table of Contents

Project Scope------- Pg. 3

Methodology------- Pg. 4

Roles and Responsibilities------- Pg. 4

Stakeholder Risk Appetite------- Pg. 5

Risk Identification------- Pg. 5

Qualitative Risk Analysis------- Pg. 6

Quantitative Risk Analysis------- Pg. 7

Risk Response Strategies------- Pg. 8

Risk Monitoring and Control------- Pg. 9

References------- Pg. 11

Project Scope

Redeye Music Fest 2026 is a grassroots music and wellness event produced by Redeyetribe, a Veteran- and Latin-owned creative company based in Florida. The festival combines live music, plant-based wellness, and community-focused programming with an emphasis on healing, inclusion, and accessibility. The core leadership is a two-person team (Kevin and Jeff DJSR) supported by sponsors, vendors, artists, and community partners. The working budget target is $15,000–$20,000, predominantly raised through sponsorship and local partners. The venue is the same as last year, reducing some site unknowns; however, Florida’s climate (notably hurricane season), travel infrastructure, and local regulatory considerations introduce measurable risk that must be managed proactively (Florida Department of Business & Professional Regulation, 2025).

Purpose of this plan: define how risks will be identified, analyzed, responded to, monitored, and controlled from pre-planning through post‑event wrap-up.

Methodology

Approach: pragmatic, experience-driven, and scalable for a small-team grassroots event. Methods and tools used:

· Risk Register: living spreadsheet capturing event, owner, probability, impact, responses, triggers, and status.

· Qualitative techniques: brainstorming, expert judgment (internal and peer organizers), and probability-impact matrix to prioritize risks (Project Management Institute, 2021).

· Quantitative techniques: rough cost and schedule impacts derived from vendor quotes, historical data, and conservative scenario modeling (Kerzner, 2022).

· Scenario planning: three primary scenarios (normal, weather-impacted, low-funding) with predefined triggers and escalation paths.

· Stakeholder engagement: regular sponsor/vendor/partner check-ins to surface issues early.

· Contingency planning: 10–15% budget buffering and schedule float for critical milestones (Clermont City Event Permitting Office, 2025).

Data sources include prior Redeyetribe post-event reports, vendor estimates, local permitting guidance, and community partner input (Redeyetribe, n.d.).

Roles and Responsibilities

Clear roles reduce confusion during crises. Responsibilities below reflect current staffing and planned external advisors.

Stakeholder	Role	Responsibilities related to risk
Kevin (Creative Director)	Project lead / sponsor liaison	Overall risk owner; sponsor outreach; messaging; final decisions on program scaling
Jeff DJSR (Technical Director)	Logistics and technical lead	Vendor coordination; sound/AV systems; site setup and technical contingencies
Security Consultant (TBD)	Safety advisor	Crowd control plan, staffing recommendations, emergency evacuation plan
Finance Advisor (TBD)	Budget oversight	Monitor spend vs. contingency, approve emergency disbursements
Lead Sponsor Rep (TBD)	Sponsor liaison	Approve sponsor deliverables; provide funding commitments and escalation input
Community Partner Rep (Veteran/Latin org)	Cultural/accessibility advisor	Validate messaging and accessibility plans; flag reputational concerns
Venue Manager (TBD)	Site operations	Permit liaison, local compliance, site-specific safety and logistics coordination

Owners will be assigned for each risk in the register, with clear escalation contacts and alternates noted.

Stakeholder Risk Appetite

Measured thresholds to guide decisions and escalation.

- Financial: Low appetite. Contingency must hold 10–15% of budget; no single decision should exceed contingency without sponsor approval.

- Operational/Safety: Very low appetite. Any risk affecting safety requires immediate escalation; event will pause/stop if safety cannot be guaranteed.

- Reputational: Very low appetite. Actions that may damage community trust or core brand alignment are escalated to Kevin immediately.

- Creative/Programmatic: Moderate appetite. Willing to accept experimental programming provided sponsors and community partners are informed.

- Technical: Moderate appetite. Acceptable to operate with manual fallbacks; avoid single points of failure.

- Weather/Travel: Moderate appetite; accepted as inherent risk but actively mitigated (insurance, schedule float, contingency plans).

These thresholds drive whether risks are accepted, mitigated, transferred, or avoided.

Risk Identification

Risks were identified via internal brainstorming, vendor/sponsor feedback, and lessons learned from prior Redeyetribe events.

ID	Risk Event	Category	Brief Rationale
R1	Weather disruption (hurricane/thunderstorms/extreme heat)	Environmental	October timing increases exposure to tropical weather; outdoor event vulnerable
R2	Talent travel delays/cancellations	Logistical	Artists travel from out of town; weather and airline issues common
R3	Low sponsorship turnout / funding gap	Financial	Budget is sponsor-reliant; economy or sponsor priorities may shift
R4	Vendor no-shows or underperformance	Operational	Food, AV, security vendor failures have direct attendee impact
R5	Technical failures (sound, ticketing, Wi‑Fi)	Infrastructure	One failure can cascade across multiple functions
R6	Health & safety incidents (heat, dehydration, minor injuries)	Human	Outdoor crowd + Florida heat requires medical readiness
R7	Reputational/brand damage	Strategic	Misaligned messaging or sponsor conflicts can erode trust
R8	Permit/compliance delays or unexpected restrictions	Regulatory	Permitting often procedural but can introduce last-minute constraints

Each risk has an assigned owner in the register and explicit triggers (e.g., NOAA tropical watch, sponsor withdrawal, vendor non-response by X days).

Qualitative Risk Analysis

Scale:

Probability 1–5 (1 rare; 5 very likely). Impact 1–5 (1 minimal; 5 critical). Risk Score = P × I.

ID	Risk	P	I	Score	Priority
R1	Weather disruption	5	5	25	Critical
R2	Talent travel delays	4	4	16	High
R3	Low sponsorship turnout	4	5	20	Critical
R4	Vendor no-shows	3	4	12	Moderate
R5	Technical failures	3	4	12	Moderate
R6	Health & safety incidents	3	5	15	High
R7	Reputational damage	2	5	10	Moderate
R8	Permit/compliance delays	2	3	6	Low

Rationale summary: Weather and funding are the top priorities because they threaten either the event’s ability to occur safely or its core viability. Talent and health risks are operationally significant and require pre-planned mitigations.

Quantitative Risk Analysis

This assigns rough monetary and schedule impacts to inform contingency sizing and operational planning. Figures are conservative estimates informed by prior events and vendor inputs (Kerzner, 2022).

ID	Risk	Estimated Monetary Impact (USD)	Estimated Schedule Impact
R1	Weather disruption	$3,000–$5,000 (venue change, refunds, emergency gear)	1–2 day delay or partial cancellation
R2	Talent travel delays	$1,000–$2,000 (extra travel, artist accommodation)	4–6 hour lineup delay; possible program reshuffle
R3	Low sponsorship turnout	$5,000–$7,000 shortfall	N/A (program scaling or cuts)
R4	Vendor no-show/failure	$1,500–$2,500 (replacement vendor, overtime)	6–12 hour disruption
R5	Technical failures	$1,000–$2,000 (rental/replacement)	2–4 hour disruption
R6	Health & safety incidents	$500–$1,000 (medical response, incident admin)	1–2 hour response; potential reputational lag
R7	Reputational impact	$2,000–$4,000 (future sponsor loss, marketing recovery)	N/A (long-term brand effects)
R8	Permit delays	$250–$500 (administrative)	1–2 day delay

Contingency budget recommendation: reserve 15% of target budget (~$2,250–$3,000) to cover likely failure modes, matching the exposure shown here. Time float: schedule 48 hours setup window and require talent to arrive 24 hours prior where feasible.

Risk Response Strategies

Each primary risk is mapped to a response category (Avoid, Mitigate, Transfer, Accept) with specific actions and owners.

R1 - Weather disruption (Mitigate / Transfer)

- Actions: daily weather monitoring starting 30 days out; trigger levels defined (advisory -> contingency activation); secure option contract with indoor backup venue where feasible; event cancellation/refund policy drafted; purchase event insurance covering severe weather if affordable.

- Owner: Kevin (decision); Venue Manager & Finance Advisor (logistics and insurance).

R2 - Talent travel delays (Mitigate)

- Actions: require early arrival windows in contracts; include travel clause for force majeure and replacement; maintain roster of local backup performers; flexible soundcheck blocks.

- Owner: Jeff DJSR.

R3 - Low sponsorship turnout (Mitigate / Accept)

- Actions: aggressive early outreach; tiered sponsor packages with quick sign-off options; reduce fixed-cost items; predefine scaled program tiers that preserve safety and core mission while reducing spend.

- Owner: Kevin & Lead Sponsor Rep.

R4 - Vendor no-shows or failures (Mitigate)

- Actions: vendor confirmations at -14 and -7 days; mandatory on-site setup test one week prior; backup vendor list and on-call agreements; retain small reserve for last-minute replacements.

- Owner: Jeff DJSR & Venue Manager.

R5 - Technical failures (Mitigate)

- Actions: assign dedicated tech lead day-of; pre-event equipment testing and redundancy for mixers and key devices; acoustic-capable artists contracted; manual ticketing fallback (paper) prepared.

- Owner: Jeff DJSR (tech lead).

R6 - Health & safety incidents (Mitigate / Transfer)

- Actions: secure on-site EMT and clearly marked first aid; hydration stations and shaded rest areas; staff training in basic response and evacuation routes; insurance review for liability transfer.

- Owner: Security Consultant & Kevin .

R7 - Reputational damage (Mitigate)

- Actions: clear, consistent messaging aligned to community values; sponsor vetting process; accessible complaint and feedback channels; proactive media and community outreach plan.

- Owner: Kevin & Community Partner Rep.

R8 - Permit/compliance delays (Accept / Mitigate)

- Actions: early permit submission and proactive contact with permitting office; documentation packet prepared; confirmation checks at -30 and -10 days.

- Owner: Venue Manager.

Each response includes trigger thresholds (e.g., NOAA watch, sponsor fund shortfall > 20%, vendor no-show within 48 hours) and predefined escalation paths.

Risk Monitoring and Control

Monitoring philosophy: active, frequent, human-led oversight rather than heavy automation. The lean team enables quick decisions; the plan prescribes cadence and controls.

Monitoring schedule and activities:

· Weekly core-team planning meeting (throughout planning phase) to review register and open actions.

· Biweekly sponsor/vendor status updates until 30 days out; weekly thereafter.

· Daily weather check beginning 30 days prior; twice daily checks at 7 days prior. Trigger matrix defines when contingency plans activate.

· Vendor confirmations at -30, -14, -7, and -1 days. On-site vendor test occurs at -7 days.

· Talent confirmations at -30 and -7 days; arrival verification 24 hours prior.

· Safety briefings for staff and volunteers at -3 days and a final briefing on event morning.

· Social media and community sentiment monitoring during pre-launch windows to detect potential reputational issues.

Control mechanisms:

· Updated risk register authorizes owners to expend contingency line items up to predefined limits without escalations; amounts above that require Finance Advisor sign-off.

· Day‑of control center: designated on-site incident command (Kevin or Jeff depending on domain) with radio/text escalation to owners.

· Incident logging template to capture event, time, actions taken, costs incurred, and follow-up actions.

· Post-event lessons-learned session mandatory within 14 days to update the register and budget assumptions for next year.

Internal risks during execution to watch closely: late sponsor withdrawal, cascading vendor failures, sudden weather shifts mid-event, and simultaneous incidents (e.g., technical failure + medical incident). For concurrent incidents, escalation goes to the on-site incident commander who follows the event emergency playbook prioritizing life-safety, then containment, then operations restoration.

Performance metrics (control indicators):

- Percent of confirmed vendors at -7 days (target 100%).

- Sponsor funding secured by milestone dates (target 80% of fundraising goal by -30 days).

- EMT & medical response time target (under 10 minutes for minor incidents).

- On-time talent arrival rate (target 95%); fallback activations tracked.

- Contingency spend as % of reserved (tracked in real time).

10. References

· Clermont City Event Permitting Office. (2025). Outdoor event requirements. https://www.clermontfl.gov

· Florida Department of Business & Professional Regulation. (2025). Event safety guidelines. https://www.myfloridalicense.com

· Kerzner, H. (2022). Project management: A systems approach to planning, scheduling, and controlling (13th ed.). Wiley.

· Project Management Institute. (2021). A guide to the project management body of knowledge (PMBOK® Guide) (7th ed.). Project Management Institute.

· Redeyetribe. (n.d.). Redeyetribe420. https://www.redeyetribe420.com

· Redeyetribe internal planning notes and post-event reports (2023–2025). [Internal documents]

· Sponsor and vendor feedback from Redeye Music Fest 2025. [Internal communications]