Every tour manager forgets something once. The good ones write it down so they never forget it twice. Here is a checklist you can adapt for every run, from booking confirmation to the last settlement.
8 or More Weeks Out
- Confirm routing, dates, and deals with the booking agent
- Build the tour budget and get management sign-off
- Confirm the touring party and roles
- Start visas and work permits for international dates
- Book vehicles, drivers, and long-lead flights
- Confirm insurance (equipment, liability, travel)
- Collect travel details for everyone: legal names, passports, dates of birth, known traveler numbers
4 to 6 Weeks Out
- Book hotels and room blocks
- Draft the rooming list (use our rooming list template)
- Order credentials (laminates) and confirm merch inventory
- Confirm backline and production rentals
- Set tour policies: guest list allocations, per diems, lobby call rules
2 to 3 Weeks Out
- Send advances to every venue and promoter (see how to advance a show)
- Send tech rider, stage plot, and input list with each advance
- Build the tour book and day sheets (see our tour book template)
- Get everyone into your tour management app
The Week Before
- Reconfirm advances for the first shows
- Send the rooming list to hotels
- Distribute the tour book and confirm everyone can see the schedule on their phone
- Prepare per diem cash or payment method
- Pack the production office: printer or PDF workflow, chargers, gaffer, a first aid kit
Every Show Day
- Publish the day sheet the night before
- Reconfirm lobby call and bus call
- Meet the promoter rep and venue PM
- Close the guest list before the box office deadline (see our guest list template)
- Run the schedule: load-in, soundcheck, doors, sets, curfew
- Settle with the promoter (use our settlement sheet)
- Count out merch
- Confirm tomorrow's travel
Every Travel Day
- Check flight status and drive conditions
- Confirm hotel check-in and early arrivals
- Send tomorrow's day sheet
After the Tour
- Reconcile all expenses and settlements against the budget
- Send final reports to management and the business manager
- Return rentals and credentials
- Thank venues, promoters, and crew
- Write down what to change next time
Keeping this in tour management software instead of separate documents means the schedule, travel, hotels, guest lists, and day sheets stay connected. TourPro is free for teams up to 5, so you can run your next tour in it without a budget conversation.
