5 Things How To Concerts Covers on Show Day

The How To Concerts team does a lot of traveling for shows, and if it’s your first time working with us on site you might be curious what to expect. Here’s a list of things to expect from us during show day, and if we aren’t on site this would be a good checklist for your team.

First and foremost, we let you know that you can choose your own adventure – sometimes the on-site team is confident and wants a more hands-off approach where we step in to help solve problems; and sometimes the team is new, short staffed, or just stressed about show day and wants us to take the lead. We are flexible and there to help make your life easier — this is your show and we want to help facilitate it in the way that makes you most comfortable.

5 Things How To Concerts covers on show day:

1. ARTIST CHECK-IN: Early in the day we will text the artist’s day of show contact to get the communication rolling.
   • Make sure they have the school’s primary contact info and ask them to call on arrival or if they need directions.
   • Have them keep us posted on their travel status.
   • Mention any outstanding details that are needed.
   • Give reminders for set length, do’s and don’ts on campus, and content restrictions if applicable.
2. VENUE WALKTHROUGH: We like to walk the event space so we know where everything is, who the key staff members are, and what the artist will experience on site.
   • Where are the greenrooms and how do they get to and from the stage?
   • Where are the entry and exit doors and what’s the plan for artists and attendees?
   • Introduction with the production team, make sure they’re on track for scheduled artist sound check times.
   • If there’s a meet and greet scheduled, where does that take place?
3. GREENROOMS & HOSPITALITY: During the venue walkthrough, we stop by the greenrooms and make sure they’re set and ready for the artist’s arrival.
   • Are they set with all items from the rider?
   • Is WIFI info and a day of show schedule displayed within?
   • Are you providing menus to order meals? If so, are menus / pens / clear instructions available? (i.e. – order from one menu, money limits, etc.).
   • If you want posters signed, make sure there is a stack in the greenroom with some sharpies.
4. SECURITY: As we get closer to showtime, we confirm the security details are in place. The safety of the artist, attendees, and staff are a top priority at every event.
   • Is the barricade set?
   • Have a quick meeting with key event and security staff to make sure everyone is on the same page. Note any specific irregularities for the show – i.e. if the artist frequently gets off stage and goes in the crowd, you’ll want everyone to know how to handle it.
   • Make sure everyone is set and ready prior to opening doors. The artist team generally wants authority to approve doors opening as well.
5. SHOW TIME: As we approach show time, it’s time to keep us on track with the day of show schedule. This is where a stage manager is helpful
   • When do we need to bring artist to stage to stay on time? Can they walk to stage or do we need to transport them?
   • Do you have some hands to help with changeovers? Or is the production team handling that themselves?
   • When did the artist go on stage and when did the set end (you’ve contracted them to play a specific amount of time)? If they don’t reach that limit, let the tour manager know immediately so they can finish the set and avoid a breach of contract. It can also help to remind the tour manager of the contracted set length earlier in the day to mitigate any issues at show time.
   • Run through all settlement info – is artist paid on site or by check after the show? If there was a merchandise split, confirm the count and settle with artist team. If tickets were sold, provide the tour manager with a ticket audit.

Our main goal is to keep things moving forward and solve problems as they arise – we work with both teams and ask “how can we fix it?” rather than playing a blame game.

Of course, every event is a little different, but this is a basic outline of things to expect from us on site and a good list of things for your team to check on if we are not present for your show. We also have plenty of time to chat with your team about working in the entertainment industry, answer questions about the show day, and to handle any other tasks as they arise throughout the day.

Think this is something that would be helpful to your team? Reach out to Jolene to set up a free consultation, we’d love to hear from you!

Jake Ostrow

Jake worked as a middle buyer for How To Concerts from 2018 to 2023, helping organizations with their concerts, comedians, and speakers.

Want to know how How To Concerts can help you with your next event? Call us at 920.764.1200 or set up a free consultation today!

Jake Ostrow

Jake worked as a middle buyer for How To Concerts from 2018 to 2023, helping organizations with their concerts, comedians, and speakers.

Want to know how How To Concerts can help you with your next event? Call us at 920.764.1200 or set up a free consultation today!