Advancing a Show

Advancing a Show - What to Know

So, you booked the gig at the hip club where you’ve always wanted to play. Or, you’ve got a string of dates in the area that will send you off on a mini tour. Or, you’re off on a major tour over several cities and venues in true rock fashion! All that’s left to do is pack that van and go, right?

Right?!  Well... not quite.

There is nothing is worse than arriving at the venue too early or too late, unprepared, or even in disputes with managers, technicians, and other bands due to mixed information. Fortunately, much of this can be avoided by simply advancing your show.

What exactly is advancing your show?

Simply put, advancing a show is a discussion between the venue and the band (or their representatives) about the performance's schedules and logistics. These discussions can cover several subjects, from schedules to technical requirements to even parking (and everything in between).

Advancing a show is the one thing you can do to ensure that when you arrive at the venue, there is no confusion about schedules, fees, logistics, etc. Allowing you to focus on your performance and time at the venue with as little stress as possible.

Get It In Writing

The best way to get the information is in writing. Whether it's a contract or an email with your questions and a subsequent reply from the person responsible at the venue, it mitigates any headaches and surprises since you have a written record of what was discussed and agreed upon.

If you are advancing by phone, it’s best to follow up on the discussion by emailing the other party, outlining all the details and asking them to confirm by reply. Again, we want to avoid surprises and having it in writing is your best tool.

If the venue is local, sometimes a trip down to meet with staff can be beneficial. From there, look at the stage and its amenities (power, patch points, etc.), green rooms, locations for merch tables, etc. It also provides a chance to have questions answered directly from staff. As with everything, prepare a summary email for staff to confirm by replying with everything in writing.

So, What Should You Be Asking?

There’s a lot of ground to cover, so here are some handy questions. There are many, but no stone should be left unturned!

Also, we all know that talking about money, fees, guarantees, and other fiduciary subjects can make people uncomfortable. However, this is the music BUSINESS, so don’t be shy about bringing these things up. After all, what you leave a show within your pockets determines if you can pay rent and gas the van.

Day-of scheduling:

• What times are load-in, set-up, and soundcheck? 
• Does the room need to be silent at a certain time between soundcheck and the show?
• What are our set's start and end times?
• What time can load-out begin?
• What time must load-out be completed?
• Is there parking available at, or near, the venue?

Technical Logistics

• What does the venue have for PA?
• What does the venue have for backline (i.e. house drumset, etc.)?
• What must the artist provide (i.e., microphones, monitors, mixers, etc.)?
• Does the venue have an in-house sound person, or must we provide our own?
• What does the venue have for lighting?
• Does the venue have an in-house lighting person, or must we provide our own?
• Does the venue have a stage plot that marks where snake patch points and power outlets are located?
• Does the venue require a stage plot from the artist?

Opening Acts and Shared Bills

• Does the venue deal with booking opening acts?
• If so, does the venue handle all matters regarding fees, merchandise, etc., directly with the other artists?
• If not, is it recommended that the artist find an opening act? (Just note that if you do, you likely become the go-to person for all their questions.)

Merchandise

• Is there a designated spot where the artist can sell merchandise?
• Does the venue provide a table for the artist’s use?
• Does the venue provide staff to sell merchandise, or is it the artist’s responsibility to staff the table?
• Does the venue take a percentage of merchandise sales?

Hospitality

• Does the venue have a dressing room/green room for the artist?
• Does the venue provide hospitality for the artist (ie. snacks, a certain number of drinks per member, discounts on food, etc.)?
• Does the venue provide lodging?
• If not, does the venue have discounts with any hotels in the area?

Fees and Guarantees

• Does the venue provide a guarantee for the artist?
• How is the artist paid (percentage of ticket sales, tips, etc.) if not?
• If there is a guarantee, are there any additional payment sources (e.g., a percentage of ticket sales, tips, etc.)?
• Is the venue responsible for dealing with fees and guarantees for any other artists on the bill? (If not, clarify the pay structure with all the other acts before the show.)

These are just some of the main questions you should ask when advancing your show. This information alone will save you a lot of trouble and ensure you arrive on time and prepared for show day.

We’re sure you have other suggestions for advanced items. If you do, please leave them in the comments!