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As a musician, embarking on a festival tour can be exhilarating and daunting. Juggling logistics, managing performances, staying healthy, and maintaining financial stability requires meticulous planning and organization. Through this blog post, we’ll dive deep into the essentials of successfully managing a musician’s festival tour. Learn from the firsthand experience of a bass player who played 100 shows on the road in 2018 and gather practical tips for everything from designating a tour manager to watching what you eat. By the end, you’ll be equipped with actionable strategies to ensure your tour runs smoothly, letting you focus on what you do best – performing.
In 2018, I played 100 shows on the road as a freelance Bass Player. This is what I learned…
Touring extensively as a freelance bass player taught me invaluable lessons about the nuances of festival tours. I discovered the importance of preparation, teamwork, and adapting to ever-changing circumstances. One key takeaway was the realization that successful tours hinge on a blend of meticulous planning and agility, allowing for course corrections when unexpected obstacles arise. While the musical aspect of touring is the most visible, it’s the behind-the-scenes factors – logistics, finances, health, and organization – that can make or break a tour. In this post, I’ll share insights and practical advice distilled from my experiences, providing a roadmap for musicians and bands gearing up for their own festival tours.
Designate a Tour Manager
Every successful festival tour begins with an effective tour manager. This person should be someone who can handle pressure, think on their feet, and keep everyone motivated. They will be responsible for a wide range of tasks, from coordinating logistics and managing schedules to handling finances and liaising with venue staff. Choosing the right tour manager is crucial. Whether it’s a seasoned professional or a trusted band member, they should exhibit excellent organizational and interpersonal skills. A good tour manager not only keeps the tour running smoothly but also ensures that the band’s energy and enthusiasm remain high throughout the journey.
Google Drive is your new best friend
Organization is key to a successful tour, and Google Drive can be an indispensable tool in this regard. By creating shared folders and documents, you can keep everyone on the same page, literally. Use Google Drive to store setlists, itineraries, contact information for venues, and other essential documents that the whole band might need access to while on the road. Google Drive’s collaboration features enable real-time updates and easy access from any device. This ensures that everyone is always updated with the latest information. By centralizing your documents, you also avoid the pitfalls of miscommunication and last-minute panics over missing information.
Collect & Consolidate Show Data
Keeping track of each show’s specifics is crucial for future planning and accountability. Data such as audience size, revenue, merchandise sales, and even crowd reactions can provide insight into what works and what needs adjustment. This information can also help negotiate better deals with venues and promoters in the future. A systematic way to collect and consolidate this data is to use spreadsheets or dedicated tour management apps. Details gathered should include venue capacity, attendance, ticket sales, and merchandise statistics. Analyzing this data post-tour will allow the band to strategize and optimize future tours effectively.
Create a Driving Schedule
An efficient driving schedule is essential to ensure everyone arrives at venues on time and well-rested. Plan your routes ahead of time, factoring in distances between venues, rest stops, and potential delays. It’s wise to assign driving duties in shifts to prevent fatigue – exhaustion can lead to accidents and negatively impact performances. Using navigation tools like Google Maps or Waze can help in planning the best routes and keeping tabs on traffic conditions. Make sure to build buffers into your schedule to accommodate unexpected delays. Regular breaks for rest and meals will also keep the team energized and focused.
Perform a Day-Of-Show Advance
Confirming all the details with the venue ahead of time – known as a day-of-show advance – is critical. This includes reconfirming load-in times, soundcheck times, stage setups, and any particular requirements for the show. Communication with the venue’s production manager ensures there are no surprises when you arrive. Performing a show advance can involve creating a checklist to ensure nothing is overlooked. This practice helps in maintaining a professional relationship with the venue staff and guarantees that the show runs without unnecessary hiccups.
Don’t forget to get the money
Financial management is a vital aspect of touring. Ensuring you receive payment for your performances is paramount. Always confirm the payment arrangement with the promoter or venue well in advance of your show. Know whether you’ll be paid in cash or via electronic transfer and ensure this is done promptly after the show. Having a clear contract that outlines payment terms, including deposit amounts and final settlements, will protect you from potential disputes. A good tour manager will keep track of all financial transactions and ensure that the band is compensated correctly.
Let’s break down a settlement sheet together
A settlement sheet details all the financial transactions for a show, including ticket sales, merchandise sales, and expenses. Understanding how to read and verify this document is crucial. Ensure every item on the sheet corresponds with the contracts and actual figures. Compare the settlement sheet against your records. Check that all deductions, such as venue expenses or hospitality costs, are legitimate and agreed upon. Properly reconciling settlement sheets ensures transparency and helps avoid financial discrepancies.
Create a Band Debit Card & Bank Account
Having a dedicated band debit card and bank account streamlines financial management. It separates your personal finances from band expenses, simplifying accounting and tax reporting. Allocate funds for potential emergencies and ensure that the tour manager or a designated member handles expenditures responsibly. Transparency in financial transactions is key. Regularly update the band on the account status to maintain trust and accountability. This practice not only promotes prudent financial management but also fosters a sense of communal responsibility among band members.
Support the Local Support
Engaging with local acts that open for you can enhance the gig experience. Show appreciation by arriving early to watch their set, mentioning them during your performance, and promoting them on your social media. Building relationships with local bands can lead to reciprocated opportunities and strengthen your network. Supporting local acts fosters a positive community and can help draw larger crowds to the shows. This mutual respect and support create a more vibrant and interconnected music scene, where everyone benefits.
Take out a Musicians Insurance Policy
Musician’s insurance is essential to cover equipment, liability, and even health-related incidents during a tour. Look for policies that specifically cater to the needs of touring musicians. This insurance can provide peace of mind, knowing that you’re covered in case of accidents, theft, or unforeseen health issues. Discuss the details with an insurance agent to customize a policy that fits your specific requirements. The right policy can save you from significant financial losses and ensure that your focus remains on your performance.
Purchase some Cases for your Gear
Investing in sturdy cases for your instruments and equipment is non-negotiable. Durable cases protect against the wear and tear of constant travel and prevent costly damage. Choose cases with reinforced edges, foam padding, and secure locking mechanisms. Properly labeled cases also help in efficient loading and unloading. Keeping your gear safe ensures it remains in optimal condition, which is critical for delivering quality performances throughout the tour.
Make an Inventory List
An inventory list is crucial for keeping track of all your gear and merchandise. Document every item you’re taking on tour, including serial numbers for instruments and equipment. This list will be invaluable for insurance purposes and in case anything goes missing. Regularly updating the inventory list ensures that you’re aware of any missing or damaged items. This practice also aids in efficient organization, making sure everything is accounted for during the load-in and load-out processes.
Create and Distribute a Tour AdMat / Poster
Promoting your tour with a well-designed AdMat or poster is essential for drawing in crowds. Ensure it includes all important details like dates, venues, and ticket information. Share the AdMat on your social media platforms and website to maximize visibility. Collaborate with local promoters to distribute the poster to relevant outlets. A consistent and professional promotional material reinforces your band’s brand and generates excitement among fans.
A couple tips about the Merch Table
The merchandise table can significantly boost your tour revenue. Ensure it is visually appealing and easy to navigate. Display items like shirts, CDs, and posters prominently, and consider offering special tour-only items to incentivize purchases. Engage with fans at the merch table to create memorable experiences. Having a band member occasionally drop by to sign items or take photos can enhance the personal connection with fans and drive sales.
Do some Exercise and Watch What you Eat!
Maintaining physical health on tour is crucial for sustained energy and performance. Incorporate regular exercise into your routine, whether it’s a morning run or hotel-room workouts. Eating healthily can also make a significant difference; avoid the temptation of fast food by opting for nutritious meals when possible. Staying hydrated and getting adequate sleep are also vital components of maintaining health on the road. This balanced approach ensures you have the stamina to perform at your best every night.
Take care of your teeth
Dental health often gets overlooked but is essential for overall well-being. Make sure to pack a dental hygiene kit and maintain your regular brushing and flossing routine. Carrying portable mouthwash can help when regular brushing isn’t possible. Preventative care is easier than dealing with dental problems on the road. Regular dentist visits before a tour can help avoid issues that could impact your ability to perform.
Sleeping is important!
Adequate sleep is the foundation of good health, especially on the demanding schedule of a tour. Prioritize getting enough rest each night, and consider earplugs and sleep masks to improve sleep quality in different environments. Establishing a consistent sleep routine can help regulate your body’s clock, even when changing time zones. Good sleep not only supports physical health but also ensures mental clarity and performance efficiency.
A Few other Tips
Stay connected with your fanbase through social media updates and behind-the-scenes content. Engaging with fans keeps them invested in your journey and builds anticipation for your shows. Additionally, always have a backup plan; things won’t always go as expected, so be ready to adapt. Lastly, make sure to enjoy the experience. Touring can be stressful, but it’s also an incredible opportunity to see new places, meet new people, and grow as an artist. Keeping a positive attitude will help you navigate the challenges and make the most of your festival tour. — “`
| Key Area | Summary |
|---|---|
| Tour Manager | Essential for organization and smooth operations, someone with excellent management and interpersonal skills. |
| Google Drive | Utilized for storing and sharing important tour documents, ensuring everyone has real-time access. |
| Show Data | Collection and analysis of show specifics for better future planning. |
| Driving Schedule | Efficient planning of routes and shifts to ensure timely and safe travel. |
| Day-Of-Show Advance | Confirming all show details with the venue to ensure smooth operations on show day. |
| Getting Paid | Ensuring proper payment by confirming arrangements and understanding settlement sheets. |
| Bank Account | Dedicated band bank accounts and debit cards for streamlined financial management. |
| Local Support | Engaging with and supporting local acts to foster community and mutual opportunities. |
| Musicians Insurance | Taking out insurance policies to cover equipment, health, and liability. |
| Gear Cases | Investing in durable cases to protect instruments and equipment during travel. |
| Inventory List | Documenting all gear and merchandise for insurance and organizational purposes. |
| Tour AdMat | Creating and distributing promotional materials to maximize show attendance. |
| Merch Table | Optimizing the merchandise table for increased sales and fan engagement. |
| Health & Fitness | Incorporating exercise and healthy eating into the daily routine to maintain energy levels. |
| Dental Health | Maintaining dental hygiene to prevent issues during the tour. |
| Sleep | Prioritizing adequate sleep for physical and mental well-being. |
| Additional Tips | Engaging with fans, having backup plans, and maintaining a positive attitude. |
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