The advance email is the first thing a band hears from your venue about the show itself. A good one asks for everything in one go, tells them what they need to know about you, and gives them a date to reply by. Send it two to three weeks before the show.
The template
Copy it, fill in the brackets, and attach your house spec and load-in map.
Subject: Advance: [Band] at [Venue], [Day Date] Hi [Name], Looking forward to having [Band] at [Venue] on [date]. To get everything ready, could you send these over by [a week before the show]? - Tech spec, input list and stage plot (as files, please) - Set length, and the running order if you know it - Arrival time, and how many vehicles and what size - Touring party: how many of you, and names for passes - Touring engineers, if any (sound or lighting) - Rider, or confirm the buyout we agreed - Guest list names by [the day before], up to [number] - Merch: are you selling, and who’s running the stall? Here’s what you need from us: - Address and load-in: [where to stop, which door] - Parking: [where, and any permits] - Times: load-in [time], soundcheck [time], doors [time], curfew [time] - House spec: attached - On the day, call [name] on [phone] Thanks, [Your name] [Venue]
Chasing what’s missing
- A week before: one short reminder listing only what’s still missing, not the whole email again.
- 48 hours before: if the spec or arrival time still isn’t in, phone them.
- Keep every reply in one thread, so whoever works the show can see what was agreed.
Tips
- Ask for files, not photos of pages. You’ll need to send the spec on to your crew.
- Put the curfew in the first email. It’s the one thing that can’t move.
- Once it’s all in, send your crew their own version: times, spec, contacts and parking.