6 of the Most Important Steps for Planning Out a Music Tour
Whether you're in a band or you're a standalone musician, you've probably dreamed of going on tour. But unless you're already a big name, you'll need to do some planning to make your tour a success. One of the most important things you'll need to do is to hire a tour manager.
Quick Summary
Planning a successful music tour requires careful organization and hiring a tour manager to handle logistics like booking shows, coordinating transportation, and arranging accommodations. Key steps include selecting tour dates, considering living costs, and finding an opening act to enhance exposure. Finalizing a well-balanced setlist is crucial for audience engagement. With a competent tour manager, musicians can focus on their craft while ensuring their tour runs smoothly.
A tour manager is someone who will help you plan and organize your tour. They'll help you book shows, arrange transportation, and take care of other details. A good tour manager can make the difference between a successful tour and a disaster.
When you're planning your tour, you'll need to consider a few things. Here are some important steps to keep in mind:
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1) Plan the Dates
The first step is to figure out when you want to go on a music tour. After all, you'll need to consider things like the availability of your band members, the availability of venues, and the weather. Once you've decided on a date, you'll need to start booking shows. A tour manager may do this through a booking agent or by contacting venues directly.
2) Think of the Logistics
It's a must to think about things like how you're going to get from place to place, where you're going to stay, and how you're going to transport your equipment. If you're going to be driving, you'll need to figure out a route and make sure you have enough gas money. There's also the case of how you're going to keep your equipment safe.
3) Arrange Accommodation
The next step is to arrange accommodation. Think about where you're going to stay while on the music tour. This can be a tricky one because you'll need to find somewhere that's both comfortable and affordable. On top of that, it's important to make sure that you're able to get to and from the venue without any problems.
4) Consider Living Costs
It's a must to consider the financial impact of a music tour and the living costs it entails. This includes things like food, drink, and travel. It's important to have enough money to cover everything. If you're going to be performing at many different venues, it might be a good idea to get a credit card so you can make sure you get enough money to cover everything.
5) Find an Opening Act
Another key step is to find an opening act. Finding a local act that you think will be a good fit for your music is a good idea. This can be a great way to get your name out there and make sure that you're able to get your music heard. It's also a good way to meet other bands and musicians who might be interested in working with you in the future.
6) Finalize the Setlist
After you've booked your tour and found an opening act, it's time to finalize the setlist. This is where you'll want to ensure that you have a good mix of songs. Ideally, sprinkle in a few of your own songs, as well as some covers. Having a good setlist will ensure that your audience can enjoy your music and that you can keep them entertained throughout the entire show.
Conclusion
Getting a tour manager and planning out a music tour can be a daunting task, but it is definitely doable with some careful planning and organization. With a tour manager, you can focus on the music and performing while they take care of the logistics.
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Building Your Fan Base and Marketing Strategy
Before hitting the road, establishing a solid marketing foundation is crucial for tour success. Start building anticipation at least 3-6 months before your tour dates by leveraging social media platforms, email newsletters, and your website. Create engaging content that tells the story of your upcoming tour, shares behind-the-scenes preparation footage, and builds personal connections with your audience. Utilize platform-specific strategies like Instagram Stories for real-time updates, TikTok for viral music clips, and Facebook for event creation and community building.
Develop partnerships with local media, music bloggers, and influencers in each tour city. Reach out to local radio stations, podcasts, and music venues for interview opportunities and playlist placements. Consider creating city-specific content that shows your excitement about visiting particular locations, which helps local fans feel personally connected to your tour. Press releases should be sent to local publications at least 4-6 weeks before your show dates.
Implement a comprehensive digital marketing strategy that includes targeted social media advertising, Google Ads for tour-related keywords, and retargeting campaigns for website visitors. Set up tracking pixels and analytics to measure engagement and ticket sales effectiveness across different marketing channels. This data will prove invaluable for planning future tours and optimizing your marketing spend.
Equipment Management and Technical Considerations
Proper equipment planning can make or break your tour experience. Create a comprehensive inventory list of all instruments, amplifiers, microphones, cables, and backup equipment you'll need. Develop a standardized packing system with clearly labeled cases and consider investing in flight cases for valuable instruments if you'll be flying to any destinations. Always pack essential items like strings, drumsticks, picks, and basic tools in easily accessible locations.
Establish relationships with music equipment rental companies in major tour cities, especially for larger items like drum kits, amplifiers, or keyboards that are expensive to transport. Many touring musicians rent backline equipment locally while bringing only their personal instruments and essential gear. This approach significantly reduces transportation costs and eliminates the risk of damage to expensive equipment during travel.
Create detailed technical riders that specify your exact equipment needs, stage setup requirements, and sound system specifications. Share these with venues well in advance to ensure they can accommodate your needs or arrange for additional equipment rental. Include backup plans for common technical failures, such as amp malfunctions or broken strings, and always carry backup instruments when possible. Consider hiring a sound engineer for larger tours or at minimum, ensure someone in your group understands basic sound mixing principles.
Financial Planning and Revenue Optimization
Creating a detailed budget is essential for tour profitability and sustainability. Calculate all expenses including transportation fuel, vehicle rental or maintenance, accommodation, meals, equipment rental, marketing costs, and emergency funds. Factor in venue fees, which can include sound engineer costs, security deposits, and percentage cuts of merchandise sales. Build in a 15-20% buffer for unexpected expenses like vehicle repairs, emergency accommodation, or medical costs.
Diversify your revenue streams beyond just ticket sales to maximize tour profitability. Merchandise sales often provide the highest profit margins, so invest in quality items that fans will actually want to purchase and wear. Consider offering exclusive tour merchandise that's only available at shows. Set up pre-orders for merchandise through your website and social media channels. Additionally, explore VIP packages that might include meet-and-greets, exclusive merchandise, or early venue entry.
Implement strategic pricing models that reflect your market position while maximizing attendance and revenue. Research comparable artists and local market rates for each venue. Consider early bird pricing, group discounts, and package deals that bundle tickets with merchandise. Track your financial performance throughout the tour using spreadsheets or accounting software, noting which revenue streams and expenses fluctuate by location. This data will help you make real-time adjustments and plan more profitable future tours.
Legal and Safety Preparations
Protecting yourself legally and ensuring safety should be top priorities when planning any music tour. Obtain appropriate business insurance that covers equipment, liability, and potential tour cancellations. Many standard policies don't cover touring activities, so work with an insurance agent familiar with entertainment industry needs. Ensure all band members have proper identification for travel, and if touring internationally, research visa requirements, work permits, and customs regulations for musical equipment.
Draft clear contracts for all tour-related services including venues, sound engineers, opening acts, and any hired crew members. These contracts should specify payment terms, cancellation policies, technical requirements, and responsibility for damages or equipment issues. Having written agreements prevents misunderstandings and provides legal protection if disputes arise. Consider consulting with an entertainment lawyer, especially for larger tours or when dealing with unfamiliar venues.
Establish comprehensive safety protocols for travel and performances. Ensure all drivers are properly licensed and insured, plan for regular rest stops on long drives, and never allow impaired individuals to drive. Create emergency contact lists that include local hospitals, police departments, and emergency contacts for all tour members. Develop contingency plans for common emergencies like severe weather, vehicle breakdowns, or medical issues. Share these plans with all tour members and ensure everyone knows their role in emergency situations.
Frequently Asked Questions
How far in advance should I start planning a music tour?
Start planning your music tour 3-6 months in advance for smaller venues, or 6-12 months for larger shows. This timeline allows adequate time to secure venues, book opening acts, arrange transportation and accommodation, and handle marketing. Early planning also gives you better venue availability and rates for hotels and transport. Consider seasonal factors and competing events in your target markets when setting dates.
What does a tour manager do and when should I hire one?
A tour manager handles logistics including venue booking, transportation coordination, accommodation arrangements, equipment management, and day-of-show operations. Hire a tour manager when you're planning tours with 5+ dates, multiple cities, or when logistics become too complex to manage yourself. They typically cost 10-15% of tour revenue but can prevent costly mistakes and allow you to focus on performing.
How much money do I need to budget for a small music tour?
Budget $200-500 per day for a small tour covering transportation, accommodation, meals, and incidentals. Factor in upfront costs like equipment rental ($100-300/day), marketing ($500-2000 total), and emergency funds (20% of total budget). A 10-date regional tour typically requires $5,000-15,000 depending on distance, venue types, and accommodation standards. Always budget conservatively and have backup funding available.
How do I find and book venues for my first music tour?
Start with smaller venues like coffee shops, bars, and local music venues that match your genre and draw. Use platforms like Sonicbids, ReverbNation, or contact venues directly via email with your EPK (electronic press kit). Network with other bands, attend local shows, and build relationships with venue bookers. Submit applications 2-3 months ahead and be prepared to provide music samples, photos, and social media metrics.
What should I include in my tour setlist and how long should it be?
Create a 30-45 minute setlist for opening slots or 60-90 minutes for headlining shows. Include your strongest original songs, 1-2 crowd-pleasing covers, and plan smooth transitions between songs. Start strong, build energy in the middle, and end with your best song. Prepare 20-30% extra material for encores or time adjustments. Practice the setlist extensively and have backup songs ready for technical difficulties.
How do I transport my music equipment safely during a tour?
Use hard cases or road cases for fragile instruments and electronics. Secure equipment in your vehicle to prevent shifting during transport. Consider renting equipment in some cities to reduce transportation costs and risks. Pack a repair kit with spare strings, cables, and basic tools. Get equipment insurance and document everything with photos. For valuable instruments, never leave them in vehicles overnight and consider climate-controlled storage when possible.
What are the best ways to promote my music tour to get good attendance?
Start promoting 6-8 weeks before tour dates using social media, email newsletters, and your website. Create event pages on Facebook and partner with local venues for cross-promotion. Reach out to local radio stations, blogs, and music publications for coverage. Collaborate with opening acts to cross-promote to their audiences. Use location-specific hashtags and engage with local music communities online to build awareness in each tour city.
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