Organizing a music tour can be as exhilarating as it is stressful. Each show involves coordination, documentation, logistics, communication, and follow-up. As a music manager, you know that forgetting even one detail can compromise an entire date.
That’s why we’ve created this practical, downloadable checklist to help you prepare each show with precision, efficiency, and professionalism.
Why Use a Tour Checklist?
The answer is simple: the human mind isn’t built to remember everything. A solid checklist can:
- Reduce mistakes and oversights
- Improve team communication
- Enable you to replicate processes instead of starting from scratch
- Convey professionalism to both artist and promoter
While Gig&Go integrates many of these functions directly in the platform, having a quick-reference resource can make all the difference—especially on intensive tours or those involving multiple artists.
Tour Production Master Checklist
1. General Concert Documentation
- Formal written confirmation (email or signed contract)
- Technical rider
- Hospitality rider
- Promoter and venue technical contact details
- Contract drafting and signing
2. Logistics & Transportation
- Itinerario completo con horarios y ubicaciones
- Billetes de avión/tren o rutas por carretera
- Reservas de alojamiento confirmadas
- Contactos de transfers o alquiler de furgoneta
- Accesos y pases del equipo al recinto
3. Team Coordination
- Task assignments (road manager, technicians, backliner)
- Advance circulation of schedule to the team
- Pre-departure briefing
- Internal contact list (phone numbers, emails)
4. Communication & Promotion
- Confirm event visibility on social media and website
- Promotional actions agreed with the promoter
- Press materials prepared (bio, photos, links)
- Merchandise ready (if applicable)
5. Technical Production
- Review venue conditions (space, load-in, sound, lighting)
- Timing for setup and soundcheck
- Any special technical requirements (screens, projections, etc.)
- Technical equipment packing checklist
6. Finances & Payments
- Confirmation of artist fee and payment method
- Invoice issued and sent to the promoter
- Planned and actual expense tracking
- Signed show sheet or performance report
7. Post-Show Evaluation
- Record any incidents for improving future shows
- Collect feedback from the artist and crew
- Summarize show finances
- Archive all documentation in Gig&Go or Google Drive
Want to Take Your Management to the Next Level?
With Gig&Go, you can centralize all this information in one place, automate parts of the process, and collaborate with your entire team in real time. Less stress, more control.
Request a free demo to discover how you can streamline your concert and tour management today.