Advancing the Festival Show: Pre-Event Coordination with Artists

Advancing is the crucial behind-the-scenes process of confirming every detail with artists (or their tour managers) in the weeks leading up to a festival. This step ensures that when show day arrives, everyone knows exactly where to go and what to expect. Seasoned festival organizers emphasize that thorough advancing can make the difference between a smoothly run event and a chaotic one. It involves close coordination on logistics, technical needs, schedules, and hospitality so that the festival is fully prepared to meet each artist’s expectations.

Confirming Arrival and Travel Logistics

An essential part of advancing is clarifying when and how each artist will arrive at the festival. For a local act driving in, this might be as simple as a car arrival time and parking instructions. For touring or international artists, it means collecting flight itineraries, arranging airport pickups or shuttle services, and ensuring any visa or immigration requirements are handled well in advance. A festival team should verify arrival times, pickup locations, and any ground transportation needs. This prevents scenarios like an artist landing with no one to greet them or delays because a driver had the wrong information. A clear arrival plan means artists and their crews get to the venue on time and stress-free.

In practice, larger festivals assign transportation coordinators to handle dozens of artist pickups, while a small boutique festival might have the promoter themselves greeting the band’s van at the gate. In all cases, exchanging emergency contact numbers and setting up a communication plan (for example, texting when leaving the airport) is wise. This way, if a flight is delayed or plans change, both the artist’s team and festival staff can adjust quickly. Thorough travel advancing also includes confirming departure details (so return rides or shuttle times are set) and any hotel accommodations needed, ensuring artists are taken care of from arrival to departure.

Backline and Technical Requirements

One of the most detailed aspects of advancing a festival show is confirming the technical needs of each artist. This typically involves reviewing the artist’s technical rider – a document listing the equipment and stage setup they require. The festival must determine what backline gear (amps, drum kits, keyboards, DJ equipment, etc.) it will provide and what the artist will bring. Early in the advance, send each artist’s technical rider to the festival’s production manager or stage manager. This gives the production team time to source any special gear or clarify questions about the stage plot or input list. For example, if a band needs a specific guitar amplifier model or a riser for the drum kit, the production crew should know as soon as possible to arrange it.

At large multi-stage festivals, each stage’s crew often coordinates directly with artists’ teams to iron out technical details. Smaller festivals might use a single production manager for all acts. In either case, confirming backline and technical details prevents last-minute surprises – like discovering on show day that a crucial keyboard or monitor is missing. It’s also important to discuss any audio or lighting needs, such as monitor mixes, microphone preferences, or special effects. Some events coordinate wireless frequencies in advance if multiple artists are using wireless mics or instruments, to avoid interference. By going over these points weeks ahead, the festival ensures that soundchecks and performances run smoothly.

As a tip, maintain an advance checklist for tech requirements covering:

• Stage Plot & Input List: Verify the festival team has the latest stage layout diagram and input list from the artist.
• Backline Gear: Confirm which instruments and amps the artist will bring versus what the festival is expected to provide (for example, drum kit, amplifiers, DJ mixers).
• Audio/Lighting Specs: Note any special audio needs (such as in-ear monitor systems or extra microphones) and any lighting or video elements requested by the artist.
• Power & Effects: Ensure the production team can meet the power requirements for the artist’s gear and that any special effects (fog machines, pyrotechnics) are approved and safe.

By systematically advancing these technical elements, the festival’s production team can prepare the stage exactly as the artist expects it.

Scheduling Soundchecks and Set Times

Time is always tight at festivals, so confirming the performance schedule and any soundcheck or line-check times is a key part of the advance. Artists should be reconfirmed on their stage, set time, and set length (how long their performance is) well before the festival date. Schedules can shift as the event nears – perhaps a last-minute lineup change or a delayed flight might affect timing – so it’s wise to double-check that the artist has the final confirmed slot. Communicate clearly when the artist is expected on-site for soundcheck (if the festival offers one) and how long they’ll have to set up before showtime.

On major festival stages, artists might get a short allocated window earlier in the day for a soundcheck. For smaller acts or at festivals with tight turnarounds, there may be no full soundcheck, only a quick line check right before the set. Make sure artists know what to expect: if it’s a quick changeover, they should be aware of how many minutes they’ll have to plug in and adjust levels. Include these details in the advance sheet or communications so that tour managers can prepare the band accordingly. Nothing throws off a schedule faster than an artist assuming they had a 30-minute soundcheck when they actually only have 5 minutes, or showing up late because they weren’t clear on timing. Successful scheduling coordination in advance keeps the festival running on time and keeps artists content with no unpleasant surprises about their set length or preparation time.

Hospitality and Catering Specifics

Hospitality is where a festival can really make artists feel welcome – or if mishandled, leave a bad impression. In advancing, this means confirming all hospitality rider details and any special requests the artists have. As soon as the artist’s hospitality rider is received (listing food and beverage preferences, catering needs, and backstage comfort items), the festival staff should promptly forward it to the artist relations or hospitality manager. That person or crew will prepare the dressing room or backstage area according to the requests, from specific snacks and drinks to clean towels and even local delicacies. Promptly sharing this information gives the festival ample time to procure any unusual items or accommodate dietary needs.

Be attentive to dietary restrictions and allergies: if an artist is vegan, gluten-free, or allergic to peanuts, for example, the catering team must know in advance to plan appropriate meals. Also confirm meal timings – some artists might arrive after the main catering hall is closed, so the team arranges a late meal or has their hospitality stocked with something substantial. It’s common to ask artists about their preferred meal schedule on show day (do they want dinner before or after their set?) and coordinate with catering accordingly.

A well-advanced hospitality plan also covers the dressing room setup. Does the artist need a quiet private space to warm up? Do they require certain furnishings or an on-site shower? These details can often be handled if they’re known ahead of time. For instance, one veteran promoter recalls an occasion where a band’s rider quietly requested a humidifier in the dressing room to protect the singer’s voice – a small detail, but having it ready earned the festival high praise from the artist. On the flip side, legendary tour lore like the famous “no brown M&Ms” clause (from a rock band’s rider used to test whether promoters read the details) illustrates how overlooking hospitality details can signal a larger lapse in attention. The lesson: read every line of the hospitality rider and confirm the festival can meet those needs or negotiate alternatives well in advance. Artists will arrive confident the festival cares about their comfort – and a content artist often means a better performance on stage.

Credentials and Backstage Access

In the flurry of festival day, security and access control are critical. That’s why advancing should also cover credentials – the passes or wristbands that artists and their entourage will need to get where they must go. Well before the event, determine how many people are in each artist’s touring party and what level of access each person requires. This typically includes the band members, their tour manager, possibly a sound engineer or other crew, and any guests or family they are bringing. The festival’s artist relations team should gather the names and roles of these individuals so appropriate passes (all-access laminates, stage crew tags, guest wristbands, parking permits, etc.) can be prepared.

Confirming credential needs in advance avoids two major headaches: access issues (like a guitarist’s tech not being allowed into the stage area because they lack the right pass) and day-of chaos at the check-in or accreditation area. Many festivals set aside an envelope or packet for each artist at artist check-in, containing all their festival credentials and often a welcome letter with schedules and a site map. In pre-event communications, the artist’s team should be informed where and how to pick up their credentials – for example, at a designated artist welcome desk or VIP entrance. If anyone in the entourage is arriving separately from the main group, make sure they’re accounted for too.

For smaller festivals with simpler setups, all this might be handled with a quick list at the gate or a handful of all-access wristbands given out on arrival. But for large events with multiple backstage zones and strict security, it’s vital to map out who can access which areas. Discuss any special requests, such as a photographer traveling with the artist who needs photo pit access, or a personal assistant who might need to join them in restricted areas. By locking in credentials and passes ahead of time, the festival ensures that every member of the artist’s team can get to the stage and support the show without holdups or confusion on the day.

Communication and Advance Documents

Clear documentation is the backbone of a good advance. Festivals often use advance sheets or forms to standardize the info needed from each artist. This might be a digital questionnaire or a spreadsheet that the artist’s team fills out, covering everything from stage times and tech needs to hospitality requirements and contact info. Using a standardized form ensures no detail slips through the cracks. For instance, an artist advance form will typically include fields for:

• Travel details (arrival and departure times, flight numbers, hotel needs)
• On-site contact information (tour manager name and phone number)
• Technical requirements (backline needs, stage plot attachment, soundcheck preferences)
• Hospitality requests (dietary needs, dressing room requests, meal plans)
• Credential list (names and roles of all people who need access passes)
• Miscellaneous notes (special announcements, meet-and-greet schedules, or other unique needs)

Having all this information in one document makes it easier for the festival team to share the relevant parts with each department. As mentioned, the production crew gets the tech specs while artist relations handles the dressing room and logistical needs. It’s a good practice to set a deadline for receiving all advance information – often a few weeks before the festival – so that orders can be placed (for gear rentals or special food items) and schedules finalized without last-minute rush.

Strong communication is not just one-way, either. Experienced producers maintain an open channel for artists to ask questions or voice concerns during the advance process. Perhaps a band wants to know if there’s parking for their tour bus, or a DJ is anxious about whether the festival’s provided mixer meets their specs – being responsive and proactive in answering these queries builds trust. It can be helpful to schedule a short advance call with the tour manager, especially for high-profile acts or complex productions, to walk through the plan and ensure both sides have matching information. Every email, form submission, and call in the advance process should be documented so that come festival time, any staff member can quickly reference an artist’s confirmed needs and arrangements.

Adapting to Festival Scale and Type

Advancing practices will scale up or down depending on the size and nature of the festival, but the core goal remains the same: ensure every artist is looked after and nothing is left to chance. On a small-scale festival (perhaps a single-day event with a handful of local acts), advancing might be relatively informal – maybe just a series of phone calls or emails directly with the artists or their small teams. However, even in these intimate productions, writing down the agreed details in a confirmation email or document is important. Smaller festivals might also have team members wearing multiple hats; for instance, the festival director might double as the artist liaison and production coordinator. This personal touch can be an advantage in artist relations, but it’s still crucial to treat the advance professionally by capturing all details and not relying on memory alone.

For large-scale festivals with international lineups and complex staging, advancing becomes a more elaborate operation. Major festivals often start the advance process months ahead of the event date and rely on an entire artist relations department, plus technical staff for each stage. Here, technology and organization are key: shared online advance forms, scheduling software, and detailed spreadsheets help keep track of hundreds of artists’ needs. A seasoned producer will also tailor the approach to each artist’s profile. A top-billed headliner flying in from overseas may have extensive requirements (and their own production team interfacing with the festival), while a local indie band might be more self-contained and flexible. Regardless of scale, the best festivals uphold a high standard of advancing for every performer. It sets a tone of professionalism that carries into show day, where artists big and small feel taken care of and can focus on their music.

Different festival genres or themes bring their own wrinkles to the advance. An EDM festival, for instance, might place extra focus on DJ equipment specifications and quick stage turnovers between acts, whereas a jazz festival might need to accommodate unique instruments or longer soundchecks for complex ensembles. A family-friendly cultural festival with daytime performances might coordinate more around daytime hospitality (and not worry about late-night after-parties), while a multi-day camping festival might advance details like on-site artist accommodations or special artist activities. Understanding the festival’s specific context and audience helps a producer anticipate artists’ needs and questions. Even so, the fundamentals of advancing – confirming travel, technical setups, schedules, hospitality, and credentials – apply universally. It’s about paying attention to the details that matter for that particular event and artist roster.

The Payoff: Smooth Performances and Satisfied Artists

Thorough pre-event coordination (advancing) yields huge dividends when the festival finally kicks off. Artists who have been well-advanced show up confident, knowing exactly where to go, whom to meet, and how the day will unfold. They’re greeted on time, their stage is set up as requested, and their backstage area has the promised amenities. In short, they feel respected and can focus on delivering a great performance rather than worrying about logistics. For the organizers, good advancing means far fewer emergencies to solve on show day. The stage crew isn’t scrambling to find a missing keyboard at the last second, the catering team has the vegan meals ready as planned, and security staff recognize the faces on the access list because it was all handled beforehand.

A great example comes from a festival production team that managed hundreds of artists over a weekend and still ran every stage on schedule. They credit a solid advance process for this success – because every detail was captured and confirmed ahead of time, the staff could adapt to on-site surprises much more easily. When one act’s flight was delayed, the team already knew the next band’s backline and could shuffle set times without a hitch. Artists later praised how organized and calm the event felt, which in turn boosts the festival’s reputation among agents and performers. Conversely, poor advancing can quickly tarnish relationships. Agents and artists do share their experiences, and if a festival gains a reputation for disorganization – say, forgetting the agreed airport pickup or providing the wrong backline gear – it may struggle to book sought-after acts in the future.

In summary, advancing the show is all about preparation and trust. It’s the festival’s way of saying to the artists, “we’ve got you covered.” By diligently sharing accurate information with all parties – sending tech riders to production early, passing hospitality riders to artist relations, confirming schedules and credentials – a promoter builds confidence on both sides of the stage. The next generation of festival producers should view advancing not as tedious paperwork but as a cornerstone of event success. It’s an opportunity to apply foresight, attention to detail, and hospitality in equal measure, creating an environment where artists can shine. When done right, advancing the festival show sets everyone up for a win: artists perform at their best, the audience gets an unforgettable experience, and the festival runs like a well-oiled machine.