MUSIC INDUSTRY FACT SHEETS

© 2005 MusicNSW

BOOKING A TOUR

Booking a tour takes time and most importantly organisation. You need to establish where you want to go, when you want go and how much can you afford to spend on the tour. If you aren’t prepared for a tour you are asking for trouble before you begin.

It’s also important to note that there’s no point heading out on a tour if no one knows you are coming – that will result in some very expensive rehearsal time. So put your head down and plan…it’s worth it in the end. One of the aims of the tour is more than likely to play to as many people as possible and to build your fan base. A good show will bring the people back and will mean the venue will want you back – good organisation and communication will be the keys to making this happen. The MMF Music Managers Manual and Simpson’s Music Business both have great chapters on touring and are definitely worth a read for more information.

Logistics
You’ll see the term logistics used quite often in relation to touring but what does it actually mean? The dictionary definition is ‘the detailed planning and organisation of any large complex operation’. Even a small tour is actually a complex operation so the bigger the tour, the more important the logistics. Being on top of logistics – ie the planning and organisation – is really important. Once on the road the logistics will be in the hands of whoever is in charge of managing tour (see Fact Sheet on Tour Management).

Budgets
A budget is one of the most important parts of planning a tour – if you don’t have enough money to cover the entire tour you are heading down a very rocky path. There are some basic things that should be included in your tour budget including ALL of your tour expenses as well as a REALISTIC tour income – include all guarantees that have been organised and remember to budget a low estimate for all other shows, especially those you have never done before. The MMF Music Managers Manual has a good section on budgeting for tour.

Approaching venues
When you are booking your own tours you need to make sure you thoroughly research the venues in the areas you are touring to and make sure they are appropriate for your act – there is no use approaching a venue that doesn’t suit your style of music or is too big, or even too small, for your act.

This venue guide will be an essential tool for your research but it is also a good idea to get hold of a copy of the Australian Music Industry Directory (AMID). Ask other bands who have been to the area before you or bands you know in the area – this kind of networking is essential as you may find the perfect band to play with on the tour who can secure the venue that you would love to play at, but because you are from out of town or a new act, would never have been able to secure.

If you are emailing or calling a venue make sure you are clear about what you want. Don’t waffle on – venue bookers are often extremely busy and are inundated with requests from bands so don’t expect immediate responses and don’t be demanding. Be polite, be professional and most importantly know what you are talking about. The venue will need to know ‘your story’ – they will want to know what kind of music you play (have a demo ready for them), where you have played before, and how many people came. Be honest as they can find this out – there is no point saying you had five hundred people at your last gig if you really only had ten. Approach venues the size you are ready for.

If you are from out of town venue bookers will most likely expect there to be a local act on the bill so get to know the locals so you have a desirable line up for them. Some venues may like to put the line up together themselves – check with the booker as to how they like to work. It doesn’t hurt to have ideas though as it will show you know the local scene.

A demo should contain about three songs and should be a good representation of the act – any more songs will be wasted so DON’T go overboard and send everything you’ve written. The demo doesn’t have to be fully produced but must be a good quality.

Booking Agents
There will probably be a time when you are booking for yourself, however, when you are ready, a good booking agent may help you to make the most of the live scene and build up the profile for your act in the best possible way.

A booking agent is a person dedicated to booking shows for you or your band. The AMID is a good resource when you are looking for booking agents. However, a booking agent isn’t going to come on board unless they can see that there is something in it for them so you need to show them that you are worth their while. A booking agent, like a manager, should ‘get’ what you are doing and where you’re heading. Make sure you check out who they are already booking and what kind of shows those bands are getting. Also, if a booking agent’s roster is too big they may not be able to spend the time necessary to get your band shows – its important for everyone to be realistic and upfront or it won’t work for anyone. Everyone needs to be able to work together and communicate.

Further Information

VROOM Online Venue Guide
http://www.vroom.musicnsw.com

MMF Music Manager’s Manual
http://www.immf.net/au

Australian Music Industry Directory (AMID)
http://www.immedia.com.au/amid

Simpsons Solicitors
http://www.simpsons.com.au/