For NGOs: Make yourself familiar with the layout of the festival site prior to your arrival. Sometimes, they can be quite big. Sometimes, there is a specific entrance you must use, so plan enough time, not only to get to the festival site, but also to get to where you need to go on the festival site.
For festivals: Communicate clearly if your festival site includes long distances. This way, all NGOs have a chance to arrive and enter the site on time and have enough time to prepare their booths before the festival site opens for the audience.
Check out this map of 2022 Superbloom in Munich to get a feeling for the dimensions of a major outdoor festival.
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