How to Advance a Show So You Don't Show Up Blind

Quick Reference

Advancing a show means confirming every logistical detail before show day. Load-in time, soundcheck, set length, parking, green room, backline, door situation, settlement contact. All of it.

A bad advance means you show up and the door person doesn't know you're playing. A good advance means the entire day runs on a schedule everyone agreed to.

When to Advance

Start advancing 2 to 3 weeks before the show. This gives enough time to sort out problems without being so early that details change. For a short tour, advance all your dates in one batch at the beginning of the run.

Send one email to the venue contact (whoever booked you) with all the details that need confirming. This is the advance email.

The Advance Checklist

Copy this. Use it for every show. Fill in what you know and ask about what you don't.

Timing:

• Load-in time and location (front door, back door, loading dock?)
• Soundcheck time and duration
• Doors time
• Your set time and set length
• Curfew (when does all music stop?)
• Is there a changeover time between acts?

Stage and sound:

• What backline is provided? (Drum kit? Amps? Just a PA?)
• If a drum kit is available, do you need to bring snare and cymbals?
• Are there monitors? How many?
• Is there a house sound engineer or do you need to run your own sound?
• Can you get a stage plot or tech spec for the room?
• Is there a green room or a place to store gear during other sets?

Parking and access:

• Where do you park the van during load-in?
• Where does the van go after load-in? (Street parking? Lot? Do you need to move it?)
• Is there gear storage if you're not closing?
• Can you leave a merch table set up during other sets?

Promotion:

• Has the venue created an event listing?
• Do they need anything from you for promotion? (Photo, bio, social handles)
• Is there a Facebook event or other listing you should share?

Money:

• Confirm the deal terms (reference your deal memo or confirmation email)
• Who do you settle with at the end of the night?
• What's the payment method? (Cash, check, Venmo)
• Is there a merch cut?
• How many comps does the band get?
• How many comps is the venue taking?

Hospitality:

• Is food or drink provided?
• How many drink tickets, if any?
• Is there water on stage?
• Is there somewhere to eat nearby if nothing is provided?

Day-of-show contact:

• Who is your point person on show day? (This might not be the person who booked you)
• Their phone number

What Happens When They Don't Respond

This is common. You send the advance email and hear nothing. Follow up once, 4 to 5 days later. If you still hear nothing, call. Yes, on the phone. Call the venue during business hours (Tuesday through Thursday afternoon is usually best) and ask to speak with whoever handles day-of-show logistics.

If you can't reach anyone, show up at the time you were originally told for load-in, bring everything you might need, and be prepared to sort it out on arrival. This isn't ideal, but it's better than not showing up.

The Advance as a Contract

If you don't have a formal deal memo or contract, your advance confirmation email serves as your written agreement. After the venue confirms the details, screenshot or save that email thread. It's your documentation if anything goes sideways at settlement.

"Per your email on March 2, we agreed on 80/20 after $150 in expenses" is a much stronger position than "I think we said 80/20 but I'm not sure."