The goal is not to collect every possible detail. It is to know what the artist needs, who can confirm it, and whether the information is current enough to share. Timings below are illustrative planning prompts, not fixed industry deadlines. Adjust them to the event, travel distance and agreement.
Show advancing checklist: what to confirm before show day
A practical show advancing checklist for teams to review together.
A working checklist, not a formality
Add your own notes beside each group and keep open confirmations visible until they are resolved. Print a clean copy for the road when paper is useful.
You can also use your browser's print command for a clean paper copy.
A simple way to use this checklist
Work through the groups with the booking record open. For each item, note the answer, its source and who still owes a confirmation. A short open question such as “pickup location pending, promoter to confirm” is more useful than an assumption that looks settled.
Share only the information people need for their role. Before the artist travels, make sure the published plan is readable on a phone and includes enough context to act without searching a long message thread. This article is designed to print cleanly from your browser if a paper copy helps your team.
1. Booking and deal reference
At confirmation, then whenever terms change- Gather this
- Artist name, event date, venue, promoter, agreed fee and currency, payment schedule, performance duration and any agreed conditions.
- Confirm with
- Booking contact and the person responsible for the written agreement.
- Compare the booking record with the latest written confirmation.
- Flag anything still under discussion rather than treating it as settled.
2. Schedule and local timezone
Ask for a working schedule early, then recheck near the event- Gather this
- Doors, arrival, load-in, soundcheck, support slots, set time, curfew and any required check-in time.
- Confirm with
- Promoter or stage manager, with the artist or tour manager checking feasibility.
- Write the timezone beside the schedule, using the venue's local time.
- Confirm whether times are approximate or final.
- Check for overlap with travel, soundcheck or another commitment.
3. Venue, access and production
During advancing, with a final check before travel- Gather this
- Full venue address, entrance or loading point, parking or access instructions, stage and backline arrangements, soundcheck contact and any site restrictions.
- Confirm with
- Venue production contact or promoter.
- Use an address that works for the driver, not only the venue name.
- Confirm which equipment is supplied and what the artist must bring.
4. Rider and production version
Send or confirm the current version during advancing- Gather this
- Hospitality and technical rider, dietary or access needs, agreed substitutions and the version or date of the rider being used.
- Confirm with
- Artist or tour manager for requirements, promoter or production contact for delivery and exceptions.
- Name the rider version so old files are not mistaken for current instructions.
- Record any agreed exception clearly and check it with both sides.
5. Arrival, pickup and onward travel
Once travel is booked, then reconfirm shortly before departure- Gather this
- Arrival point, flight or train details if relevant, pickup time, driver or transport contact, meeting point, vehicle notes and onward route.
- Confirm with
- Person arranging travel and the driver or local contact.
- Confirm arrival and pickup times in local time at each location.
- Share a reachable phone number and a fallback if the driver is delayed.
- Check that transfer time fits the confirmed schedule.
6. Accommodation and overnight plan
When the booking is arranged, reconfirm before check-in- Gather this
- Hotel name and address, check-in date, room or guest details where appropriate, booking reference, breakfast or checkout notes and contact for late arrival.
- Confirm with
- Person who booked the accommodation, with the hotel or host confirming any special arrangements.
- Verify the accommodation dates against the actual travel plan.
- Share booking references only with the people who need them.
- Confirm how the artist gets from accommodation to venue.
7. People to contact
During advancing and again when the itinerary is reviewed- Gather this
- Promoter, venue or stage manager, driver, accommodation contact and agency or tour contact, with role and phone number.
- Confirm with
- Each named person or the colleague maintaining the contact sheet.
- Use a direct number for urgent show-day questions.
- Check that contacts are current and reachable across the event hours.
8. Fees and payment check
At confirmation and before any follow-up or settlement- Gather this
- Fee, currency, deposit or balance dates, invoice recipient, payment reference and any agreed expenses.
- Confirm with
- Agency or artist booking contact against the agreement and invoice.
- Check every amount and due date against the agreement.
- Keep invoice status separate from whether the show fee has been recorded as paid.
9. Final human review and republish
Before sharing the itinerary, then after any material change- Gather this
- The latest schedule, venue details, contacts, rider notes, travel, pickup and accommodation, plus any open item that affects the artist.
- Confirm with
- A named staff member or manager, with the promoter confirming promoter-owned details.
- Read the complete itinerary as the artist will use it.
- Do not present unconfirmed drafts as final instructions.
- If a detail changes, update it, review it again and republish the itinerary.
This is a practical reference, not a substitute for the booking agreement, venue instructions or a final human check.