Free Show Advance Sheet Template
Advancing a show means confirming every detail with the venue and promoter before you arrive. This template lists the questions to ask, grouped the way most production offices work through them.
What to confirm in the advance
Contacts
- Promoter rep name and cell
- Venue production manager
- Box office and settlement contact
- Runner and local transport contact
Schedule
- Venue access and load-in time
- Soundcheck and line check slots
- Doors, set times, and changeover lengths
- Curfew and any noise restrictions
- Load-out deadline
Venue and production
- Stage dimensions and height
- House PA, monitors, and lighting
- Power available (amps, phase, location)
- Loading dock, ramp or stairs, push distance
- Bus and truck parking, shore power
- Local crew calls and minimums
Hospitality
- Dressing rooms (number, location, showers)
- Catering times or meal buyouts
- Towels, water, and rider items
- Wi-Fi network and password
Money and merch
- Deal terms and who settles
- Payment method (check, wire, cash)
- Merch split, sellers, and counting in/out
- Ticket count and current sales
Guests and access
- Guest list cap and submission deadline
- Will call location and pickup time
- Credential type (laminates, stickers, wristbands)
- Security and photo policy
Copy this advance sheet template
Paste it into Google Docs, Notes, a spreadsheet, or your group chat and fill in the blanks.
ADVANCE SHEET Show date: ________ City: ________ Venue: ________ CONTACTS Promoter rep: __________________ Cell: __________ Venue PM: ______________________ Cell: __________ Settlement: ____________________ Runner: ________ SCHEDULE Access / load-in: ____ Soundcheck: ____ Line check: ____ Doors: ____ Support: ____ Headliner: ____ Curfew: ____ Load-out by: ____ PRODUCTION Stage: ____ x ____ ft, height ____ PA / monitors / lights: _____________________ Power: ____ A, ____ phase, location: ________ Dock / push: ______________________________ Bus parking / shore power: _________________ Local crew: ____ hands at ____ (min ____ hrs) HOSPITALITY Dressing rooms: ____ Showers: Y / N Catering: ____ / buyout $____ per person Wi-Fi: ____________ / ____________ MONEY AND MERCH Deal: _____________________ Settles with: ________ Payment: check / wire / cash Merch split: soft ___% / hard ___% Sellers: Y / N Tickets sold: ____ of ____ GUESTS AND ACCESS Guest list cap: ____ Deadline: ____ Will call: _______________ Credentials: __________ CONFIRMED BY: __________ DATE: ________
Advance every date in one place
TourPro has advances built in. Design the advance once with fields from a library (venue, schedule, production, contacts, logistics, financial) or your own custom fields, fill in values as the venue confirms them, track status per date, and share the sheet with the venue or promoter. Advances in TourPro.
Frequently asked questions
What does it mean to advance a show?
Advancing a show means confirming every logistical detail with the venue and promoter before the date: schedule, production specs, parking, hospitality, guest list, merch, and settlement. The tour manager and production manager usually split the advance, with production specs going to the PM.
How far ahead should you advance a show?
Most tour managers start the advance two to three weeks before the show and reconfirm the key times a few days out. International dates and festivals often need earlier advancing because of visas, freight, and stricter schedules.
Who do you send the advance to?
Send it to the promoter rep and the venue production manager. Their contact details are normally in the performance contract or provided by the booking agent once the show is confirmed.
What is the difference between an advance sheet and a day sheet?
The advance sheet is what you collect from the venue before the show. The day sheet is what you hand to your own touring party on the day, built from the confirmed advance plus travel and hotel details.
More free tour templates
Unsure what a term means? See the tour management glossary.