So you have all your shows booked and you’re ready to take your show on the road? Not so fast! There is plenty more to do before you put your foot on the gas pedal. Going on tour can be invigorating. There’s a sense of supreme freedom a musician experiences when on the road. It’s truly magical. However, to ensure you have a great experience, there’s a bit more planning involved as it is with anything. The time between booking shows for a tour and when you hit the road is very important. Don’t let this window of time slip away. You need to be diligent about keeping track of all the details, promotions, and staying organized. It’s not easy managing a tour and the longer your tour is, the harder it will be to manage. Use this checklist as a guide to help you plan a seamless tour.
Want your own copy of this checklist in PDF form? Downlaod the Tour Planning Checklist here.Also, check out…
How to Book a Tour
Download a Sample Tour Budgeting Spreadsheet
One Month Before Your First Show
- Promote, Promote, Promote all shows. Whether you need to make posters, flyers, or launch a street team campaign, do all your promoting now.
- Book Hotel Reservations, Travel Arrangements, Rental Car, etc.
- Double-check merchandise inventory to make sure you have enough to cover your tour. Reorder items if needed.
Two Weeks Before Your First Show
- Advance all shows. Call/E-mail the venues to confirm details such as load-in, length of show, number of sets, parking instructions, on-site contact info, special show instructions and any equipment you might need to bring along. Also, find out how the venue is planning on paying and whether they need a W9. I’ll never forget heading out to a show that was going to be about 2 hours away and not finding out until an hour into the drive that the show was canceled! I was pretty peeved, to say the least. Don’t make my mistake. Advance all shows. I’d even recommend sending an advance e-mail 2 weeks before the show and also a one-liner note a day or two before as well just to keep up good communication.
- Send a personal invite to friends and family who live in the cities that you will be performing in. They may or may not come, but at least you can say you reached out.
One Week Before Your First Show
- Print out show details such as parking passes/info; contact name and number, load-in times, pay rate, length, and number of sets
- Print out Routes
- Create an itinerary including hotel confirmations and check-in times, plus show dates and load in times
- Print out Tour Budget
- Create a folder and include maps, routes, directions, and all other printouts in the folder
- Send your itinerary to band members if applicable
- Check your car! Make sure you have fresh oil, tire alignments, and check for any potential problems that might arise while on the road that you can avoid.
When You Hit the Road
- Mark car mileage for tax purposes
When You Get Home After Your Tour
- Reach out to everyone who signed up on your mailing list and offer something nice as a thank you for coming to your show
- Reach out to all venues and show hosts with a Thank You and plant the seed for another show in the future down the line (if you had a great show and turnout)
- Add your new fans to your mailing list
- Deposit your money and log your expenses and earnings in your accounting system
- Notate what your mileage is for tax purposes
Did you like this article? Check out the Tour Series:
How to Book a Tour
A Sample Tour Budgeting Spreadsheet (Free Download)
5 Benefits to Touring as an Independent Artist
The Fool-Proof Guide to Filling Empty Tour Dates
How to Break Even or Turn a Profit on Your Tour
