Advancing a Show
The pre-show checklist that separates amateurs from professionals.
What 'Advancing' Means
Advancing is proactive communication between your team and the venue before show day. It's not showing up and hoping for the best—it's confirming every detail so nothing is left to chance. Professional acts advance shows one to two weeks out.
Think of it as insurance. You catch problems early, set expectations clearly, and build goodwill with the crew. Venues appreciate bands that do their homework.
The Advance Document
Create a one-page document (email or PDF) with:
- Band name, show date, time, doors, load-in window
- Contact info: Tour manager, sound engineer, or whoever owns the relationship
- Band member names and roles
- Technical specs: Drum kit details (kick size, number of toms), amp sizes, mic count, monitor setup
- Hospitality requests: Food, parking, dressing room needs
- Special requirements: Lights on stage, catering timing, guest list size
Send it to the venue contact and promoter. Ask for confirmation. This document becomes your mutual agreement.
Key Details to Confirm
Call or email 10 days before to verify:
- Load-in starts at: What time? How many people can come early?
- Soundcheck time: How long? Can the opener skip to give you more time?
- Stage setup: Dimensions, power outlets, monitor wedge placement.
- Parking: Where do band vehicles go? Is it overnight?
- WiFi and power: For gear prep, phones, merch setup.
- Catering: Arrival time, dietary restrictions, timing before show.
- Guest list: How many, names or first-come-first-served?
Confirm rain plans if outdoor. Confirm rain gear or contingency space.
Day-of-Show Schedule
Create a timeline for your band. Example for an 9 PM show:
- 6:00 PM: Doors open to public. Band load-in complete. Sound engineer on deck.
- 6:30 PM: Opener soundcheck (20 minutes).
- 7:00 PM: Headliner soundcheck (30 minutes). Test all mics, in-ears, drums, click track.
- 7:30 PM: Dinner break. Eat, hydrate, check in on opener timing.
- 8:15 PM: Doors close to new entries (if applicable). Opener takes stage.
- 8:50 PM: Opener strikes. Headliner takes stage.
- 9:00 PM: Headliner starts.
Communicate this timeline to the opener, sound crew, and venue manager. Surprises ruin shows.
Advanced pro tip: Arrive 2 hours earlier than you think you need to. Load times expand. Parking takes longer. You'll be ready to focus on the music, not the chaos.