Free Tour Day Sheet Template
The day sheet is the single most-read document on any tour. Here is what goes on one, a filled-in example, and a plain-text template you can copy right now.
What goes on a day sheet
Header
- Date and day of week
- City and market
- Day type (show day, travel day, day off)
- Day number in the run (e.g. Day 12 of 28)
Travel
- Lobby call and bus call times
- Drive time and distance to the next city
- Flight numbers, airports, and departure times on fly dates
- Ground transportation pickups and driver contacts
Venue
- Venue name, address, and capacity
- Load-in door and parking or bus parking notes
- Wi-Fi network and password
- Dressing room and production office locations
Schedule
- Load-in
- Soundcheck and line check
- Catering times
- Doors
- Support and headliner set times
- Curfew and load-out
Hotel
- Hotel name, address, and phone
- Confirmation number
- Check-in and check-out times
- Day room details if applicable
Contacts
- Promoter rep
- Venue production manager
- Tour manager and production manager cell numbers
- Runner or local transport contact
Notes
- Press, meet and greets, and radio obligations
- Guest list cap and deadline
- Merch split and settlement notes
- Weather, local time zone change, or anything unusual
Example: a show day schedule
A typical bus-tour show day at a 2,500-capacity theater, with an overnight drive after the show. Every time is built around load-in and curfew.
| Time | Item |
|---|---|
| 9:00 AM | Bus arrives, venue parking on loading dock side |
| 10:00 AM | Load-in (production and local crew) |
| 12:30 PM | Lunch (catering, production office) |
| 3:30 PM | Headliner soundcheck |
| 4:45 PM | Support line check |
| 5:30 PM | Dinner |
| 7:00 PM | Doors |
| 8:00 PM | Support set (40 min) |
| 9:00 PM | Headliner set (90 min) |
| 10:30 PM | Show ends |
| 11:00 PM | Curfew |
| 1:00 AM | Bus call (overnight drive, 6 hr) |
Copy this day sheet template
Paste it into Google Docs, Notes, a spreadsheet, or your group chat and fill in the blanks.
DAY SHEET Date: ________ Day __ of __ City: ________ Day type: Show day / Travel day / Day off TRAVEL Lobby call: ____ Bus call: ____ Drive: ____ hrs / ____ mi to ________ Flights: ________________________________ Ground: _________________________________ VENUE Name: __________________ Capacity: ____ Address: ________________________________ Load-in / parking: ______________________ Wi-Fi: ____________ / ____________ SCHEDULE Load-in ........ ____ Soundcheck ..... ____ Line check ..... ____ Catering ....... ____ Doors .......... ____ Support ........ ____ Headliner ...... ____ Curfew ......... ____ Load-out ....... ____ HOTEL Name: __________________ Phone: ________ Address: ________________________________ Conf #: ________ Check-in: ____ Check-out: ____ CONTACTS Promoter rep: ___________________________ Venue PM: _______________________________ TM: ____________ PM: ____________ NOTES Guest list: cap __, deadline ____ Press / M&G: ____________________________ Other: __________________________________
Stop rebuilding day sheets by hand
In TourPro, the day sheet is generated from your live tour data: schedule, flights, hotels, ground transport, and contacts. Change soundcheck once and every crew member sees the update in the app, and you can send a push notification to the party in one tap. Export a single day or a batch of dates to PDF when you need paper. How day sheets work in TourPro.
Frequently asked questions
What is a day sheet?
A day sheet is a one-page summary of everything happening on a single tour day: travel, venue details, the full schedule from load-in to curfew, hotel information, key contacts, and notes. The tour manager produces it and shares it with the whole touring party, usually the night before.
What should be on a tour day sheet?
At minimum: date and city, lobby or bus call, venue name and address, load-in, soundcheck, doors, set times, curfew, hotel with confirmation number, and promoter and venue contacts. Good day sheets also include drive time, Wi-Fi, guest list caps, and any press or meet and greet obligations.
Who makes the day sheet on a tour?
The tour manager owns the day sheet. It is built from the advance, the information confirmed with each venue and promoter ahead of the show, plus travel and hotel bookings.
Should I use a spreadsheet or software for day sheets?
A spreadsheet or document template works for a short run. Once you are past a handful of dates, the problem is keeping every copy current when times change. Tour management software like TourPro generates day sheets from the live tour schedule, so a change to soundcheck or a flight shows up for everyone at once, and day sheets export to PDF when you need paper.
Is this day sheet template free?
Yes. Copy the plain-text template on this page into any document, spreadsheet, or notes app. If you want day sheets generated automatically, TourPro is free for teams up to 5 members.
More free tour templates
Unsure what a term means? See the tour management glossary.