MUSIC INDUSTRY FACT SHEETS
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TOUR MANAGEMENT
What is a Tour Manager? How to Manage a Successful Tour They should know the entire tour schedule and have all the relevant documentation and contact information. Documentation could include: travel information; hire sheets – these will either be for vehicles or equipment and should include prior agreed charges; complete worksheets – these should include all venue contacts so that load in, sound check and start times can be checked each day; money sheets – this may be included in the worksheet but there should be information outlining money deals for each show; media schedules – these should include times, contacts and addresses. Whether you are hiring equipment or vehicles its important to know where you are going – if you don’t get there on time you may find whatever you have hired has been hired out to someone else. Call ahead and check you are going to the right place with plenty of time to spare. Be careful not to incur any extra costs by getting the vehicle or equipment back late – stick to the hire agreement and the budget! The tour manager needs to make sure the act gets to the venue on time every time! They need to make sure merchandising is organised and that there is someone to look after it. If a door person is required they need to make sure they are organised early. Door lists should be clear and supplied to the door person in good order and on time. It is also important to confirm who and when the money for the show should be collected – the tour manager is often the last to leave the venue. The venue contact should been contacted early so the act can turn up on time – it is important to note that worksheets are quite often drawn up from templates and contact details are out of date so its good to check all the details prior to arriving at the venue. In-house sound engineers often like to do things their own way – so make sure you talk to them early to find out their actual schedule. All details for accommodation should be included so you know the address and the contact for the booking, how many people, how many rooms and how long the booking is for. It is also important to have details of how the accommodation is being paid for and evidence of any deposits paid prior. If there is any air travel involved in the tour, it will be the tour manager’s job to make sure everyone, and everything, is at the airport with a lot of time to spare. Checking equipment in early is imperative and if it is not organised and coordinated efficiently it can prove to be a very costly experience – excess baggage can easily blow a tour budget. Never be late for your media appointments. Check that you have the right contact and that the time and address is correct. Ask the contact if they have any tips for getting there if you are new to the area – there may be good places to park or other information that will make the trip there easier. Most importantly remember that from the beginning to the end of the tour – confirm, confirm, confirm! The itinerary should be a day per page (including days off). Sample only DAY 1 – Travel Day HIRE CAR – Tarago is booked by Manager through Europcar under the name of the Band – note drivers must be 25 and over! Drivers must have drivers licence with them. ACCOMMODATION: Stay at friends house 354 Perth St, Perth. Ph – 0404 040 040. Provide a detailed map of accommodation location (eg use whereis.com.au map) Each day also needs to consist of the following: DAY: VENUE DETAILS PERFORMANCE TIMES
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