Advancing a show means confirming every detail with the band or promoter before the day, so nobody arrives to a surprise. Most guides are written for bands. This one is for the venue: the side that has to have the room, the crew and the bar ready either way.
When to start
Make first contact two to three weeks out, and expect to chase. Aim to have everything in a week before the show, so you can book crew to the spec and send them the show advance a few days out. Anything still missing 48 hours before is worth a phone call rather than another email.
Who to ask
The tour manager if there is one, otherwise the promoter’s rep or the agent, who can put you in touch. For smaller bands it’s often a band member. Get one named contact with a phone number, and copy everything into one thread so nothing lives in someone’s private inbox.
The checklist
- 1
The basics
Date, room, doors, curfew, capacity and ticket price. Check them against your contract or hold, not just the email. - 2
Tech spec and stage plot
The input list, stage plot, backline they’re bringing, what they need from you, and whether they tour their own sound or lighting engineer. Ask for it as a file, not a photo of a page. - 3
Line-up and set times
Every act on the bill, set lengths, the running order and changeover times. Who soundchecks when (usually last on, first in). - 4
Load-in and parking
Arrival time, how many vehicles and how big, where they can park, and the route in. Send your load-in instructions with the advance. - 5
Touring party
How many people, who they are, and anything you need for them: passes, dressing rooms, wifi. - 6
Hospitality
Their rider, or a buyout instead, and any dietary or access needs. Agree it in writing so the bar and office know what’s owed. - 7
Guest list
How many comps they get and the deadline for names. Agree whether photo or AAA passes are needed. - 8
Merch
Whether they sell, who sells it, where the stall goes, and any split. - 9
Settlement terms
How the money works on the night: hire, flat fee, door split or a versus deal, and who signs it off.
After the advance
- Book crew against the spec, not the genre.
- Send your crew a show advance: times, spec, contacts and parking, in one place.
- Print a day sheet for the night, and keep it current if anything changes.
- After the show, collect a tech report so problems get fixed before the next one.