Building Chroma Festival's Complete Digital Infrastructure from Scratch
How we built a modern festival website, streamlined application system, and custom admin panel to launch a new classical music festival successfully.
What We Built
About Chroma International Music Festival
Chroma International Music Festival is a new student-focused summer music program offering intensive chamber music training for young musicians. The festival brings together talented students from around the world for a transformative two-week experience with world-class faculty.
As a brand-new festival launching its first season, Chroma needed a complete digital infrastructure to manage applications, communicate with students, and present a professional online presence—all while keeping administrative overhead minimal.
The Challenge
When the festival director reached out to Fugue Lab, Chroma was starting from zero. They needed:
1. A Professional Festival Website (Fast)
- →Modern, mobile-optimized design that reflects the quality of the festival's programs
- →Fast load times (Gen Z applicants won't wait for slow websites)
- →Easy-to-update content management (no developer needed for routine changes)
- →Timeline: 8 weeks from kickoff to launch
2. A Streamlined Application System
- →Clear, easy-to-complete application process for students
- →Integrated payment processing (no manual invoicing)
- →Save-and-resume functionality (students shouldn't lose progress)
- →File upload for repertoire lists and recommendation letters
3. An Admin Panel to Manage Everything
- →Central dashboard to view all applicants at a glance (no spreadsheet chaos)
- →Track application status: incomplete, submitted, accepted, enrolled
- →Filter and search applicants by instrument, age, location
- →Export applicant data for review and decision-making
4. Minimal Administrative Overhead
- →The festival director needed to focus on programming and faculty recruitment—not managing tech
- →Automated email confirmations and reminders (no manual follow-ups)
- →Self-service CMS for content updates
"We needed everything—website, application system, payment processing—and we needed it fast. I didn't want to cobble together five different tools and pray they worked together. I wanted one cohesive system built specifically for a music festival."
The Solution
Fugue Lab built Chroma's complete digital infrastructure from scratch in 8 weeks. Here's what we delivered:
1. Modern Festival Website (Next.js + Tailwind CSS)
- ✓Professional visual design that reflects the festival's artistic prestige
- ✓Built on Next.js for lightning-fast load times (under 2 seconds)
- ✓Mobile-first responsive design optimized for Gen Z applicants
- ✓SEO optimization for organic search visibility
- ✓Core pages: Home, Programs, Faculty, Schedule, Apply, Contact, FAQ
2. Custom Application System with Payment Integration
- ✓3-step application flow: Personal Info → Program Selection → Payment
- ✓Stripe payment integration (instant processing, no manual invoicing)
- ✓Save-and-resume functionality (applicants can return without losing progress)
- ✓File upload for repertoire lists and recommendation letters
- ✓Progress indicator showing exactly where applicants are in the process
- ✓Automated confirmation emails sent immediately after submission
3. Custom Admin Panel for Application Management
This was the game-changer. Instead of tracking applicants in spreadsheets or emails, the festival director now has a centralized dashboard to manage everything:
- ✓Application Dashboard: View all applicants at a glance with status labels (incomplete, submitted, accepted, enrolled)
- ✓Search & Filter: Find applicants by name, instrument, age, location, or application status
- ✓Applicant Details: Click any applicant to view full application, uploaded files, and payment status
- ✓Status Updates: Mark applicants as accepted, waitlisted, or declined with one click
- ✓Data Export: Export applicant data to CSV for faculty review or decision-making
- ✓Real-time Updates: New applications appear instantly—no refreshing needed
4. Content Management System (Payload CMS)
- ✓Easy-to-use CMS so festival staff can update content without a developer
- ✓Faculty can update their own bios and headshots through a self-service portal
- ✓Program details, schedules, and FAQs editable in real-time
- ✓No developer needed for routine content updates
5. Automated Email Workflows (Mailchimp Integration)
- ✓Application Confirmation: Automated email sent immediately when student submits application
- ✓Incomplete Application Reminders: Automated reminders for students who started but didn't finish
- ✓Acceptance Emails: Triggered when festival director marks applicant as "accepted"
- ✓All email sequences customizable through Mailchimp
Implementation Timeline
Week 1-2: Discovery & Planning
Competitive analysis, content strategy, application workflow mapping, admin panel requirements, technical architecture planning
Week 3-5: Design & Development
Visual design mockups, Next.js website development, CMS integration, application funnel build, Stripe payment setup
Week 6: Admin Panel Development
Custom admin dashboard, applicant management interface, search/filter functionality, data export features
Week 7: Testing & Content Migration
QA testing (website + application flow + admin panel), content migration (faculty bios, program details), mobile optimization
Week 8: Launch & Training
Staff training on CMS and admin panel, launch, email automation setup, post-launch monitoring
The Results
Chroma launched successfully with a complete digital infrastructure that positioned them as a professional, modern festival from day one:
🚀 Successful Launch
- Professional digital presence from day one (no "under construction" pages)
- Seamless application process that reflected the festival's quality
- Complete infrastructure in place before application season opened
⚡ Operational Efficiency
- 10+ hours/week saved on admin work (application tracking, content updates)
- Zero manual payment processing (Stripe handles everything)
- Automated email workflows eliminated manual follow-ups
🎯 Application Management
- Centralized dashboard for all applicant data (no spreadsheet chaos)
- Real-time application tracking with instant notifications
- One-click status updates for acceptance decisions
📱 Modern User Experience
- Fast website load times (under 2 seconds)
- Mobile-optimized design for Gen Z applicants
- Streamlined 3-step application with progress tracking
"The admin panel changed everything. I can see every applicant, their status, and all their materials in one place. No more digging through emails or spreadsheets. It saves me hours every week and makes the whole process feel professional and organized."
Admin Panel: A Closer Look
The custom admin panel was the most valuable part of the system. Here's why it made such a difference:
Before: Spreadsheet Chaos
- ✗Applications arriving via email, Google Forms, or direct messages
- ✗Manual data entry into spreadsheets
- ✗Files scattered across email attachments and Google Drive
- ✗No way to quickly answer: "How many violinists applied?"
After: Centralized Admin Panel
- ✓All applications in one central dashboard
- ✓Automatic data capture (no manual entry)
- ✓All files attached to applicant profiles
- ✓Instant answers via filters: "Show me all violinists aged 16-18"
Technical Stack
Frontend
- • Next.js 14 (React framework)
- • Tailwind CSS (styling)
- • TypeScript (type safety)
- • Vercel (hosting & deployment)
Backend & CMS
- • Payload CMS (content management)
- • PostgreSQL (database)
- • Stripe (payment processing)
Application System
- • Custom React forms with validation
- • File upload with cloud storage
- • Stripe Checkout integration
- • Save-and-resume functionality
Admin Panel
- • Custom dashboard built in Payload
- • Real-time data updates
- • Advanced search & filtering
- • CSV export functionality
Key Takeaways for New Festivals
1. Build everything together from the start
Don't cobble together five different tools (website, Google Forms, spreadsheets, PayPal). One integrated system saves time and prevents data chaos.
2. Invest in an admin panel early
The admin panel saves 10+ hours/week and makes your festival look professional. It's not a luxury—it's essential for efficient operations.
3. Automate everything you can
Automated emails, payment processing, and application confirmations eliminate hours of manual work. Focus your time on programming and faculty—not admin tasks.
4. Mobile optimization is non-negotiable
Gen Z applicants browse on phones. If your site doesn't work on mobile, you'll lose applicants before they even read about your programs.
5. Plan for 8-10 weeks of development
Building a complete digital infrastructure (website + application system + admin panel) takes time. Start early so everything's ready before application season opens.
Launching a New Festival? Let's Build Your Digital Infrastructure
Schedule a free 15-minute strategy call to discuss your festival's needs. We'll walk through what you need (website, application system, admin panel) and show you exactly how we can help—just like we did for Chroma.
No sales pitch. Just honest feedback and a clear roadmap if you want our help.