ADVANCING YOUR SHOW WITH A PROMOTER OR VENUE
PART 1 OF A 2-PART SERIES ON ADVANCING
Advancing plays a vital role in live production. A large amount of information is exchanged during the advance process, requiring clear and efficient communication. To ensure nothing goes unnoticed, attention to detail throughout the process is crucial.
For those who may not know, advancing is the process of preparing for a show or live performance. All of which takes place, you guessed it, in advance of the actual show. In the days, weeks, and sometimes months, leading up to a show, personnel representing the artist(s), typically tour and production managers, will correspond with personnel representing the venue and the show’s promoter to discuss all aspects of the upcoming performance. The scope of the advance will vary, dependent on variables such as the size of the tour, the scale and type of production being carried, and the type of show that will take place (festival, club, headline, support, etc.).
When done correctly, the advance process can be fairly quick and efficient. But when not given the proper attention it deserves; the process can cause unnecessary confusion and lead to troubles on show day.
Production managers representing the artist or band provide the venue and promoter details on what the tour is carrying. Again, depending on the size of the tour, these details can be quite extensive or rather basic. Information provided by the artist’s rep will typically include what gear they’re carrying: audio consoles and PA specs, lighting gear, and set design elements such as backdrops, risers, and set pieces. Things not directly related to the show like wardrobe cases and merchandise are included when applicable as well.
In instances where the tour is carrying soft goods such as a backdrop or riser skirt, the need to obtain clearance from the local fire authority may be necessary. From my personal experience, the Boston Fire Department is one entity that will always require you to send proper fire certification and a burn sample for each soft good that you carry. This allows them to test the material for flame retardancy before show day so they're confident everyone in the venue will be safe. This is a fairly painless process, and the venue contact or promoter will typically help you, given that they deal with it regularly. The key here is to initiate the process with plenty of lead time. The fire department typically wants all the required material in hand at least two weeks before the performance date.
Also included with the production manager’s advance is documentation so the locals have an idea of what to expect before the tour arrives for load-in. A stage plot for backline, input list for audio, and a lighting plot for the visual elements. When applicable, a rigging plot will also be included so the venue representative can catch any red flags, and initiate discussions on weight restrictions if necessary.
Unrelated to the show itself but still very important, the tour’s production manager will inform the venue representative of how many trucks and busses are on the tour so parking can be ironed out with enough lead time to obtain any necessary permits.
The advance is also a production manager’s opportunity to inform the local production team of any production elements they do not carry, but will need for the show, so any necessary rentals can be secured. Things like risers, specific lighting fixtures or audio systems, microphones, stands, cables, and security-related items like barricade or bike rack. Power requirements are also part of the discussion so the local team can determine if any supplemental cabling or a generator are required.
A very important part of the initial advance is the proposed schedule for the day. It’s best to keep your daily schedule as close to the same as possible for each show, but you’ll occasionally need to adapt for things like contracted set times, what times are being advertised locally, and the difficulty of the load in and out.
Similar to the schedule, labor calls will be similar each day but will also need to adapt according to budgets and the difficulty of load in and out. You want a labor call with enough people to ensure that set and strike are completed in the allotted time, but not so much that you go over budget.
A discussion on security personnel and safety protocols for the show is also initiated at this time. Most promoters know how many personnel are required to ensure a safe show in their venue, but some will cut back on security staff to help with their bottom line. It’s important to have this discussion and make sure security and safety aren’t being sacrificed to save a few dollars.
The tour manager’s advance will consist of everything non-production related. Hospitality needs, including green room rider, bus stock list, and lunch & dinner requirements. Tour managers typically handle the guest list as well, confirming the band’s ticket allotment and which venue representative will get the list on show day.
They’ll also discuss settlement details, informing the local promoter of their preference for cash, check, or a wire payment at settlement, which the promoter typically needs to know in advance so they can be sure to have enough cash on hand if necessary.
The tour manager will often advance the details and requirements of a meet and greet when applicable, discussing preferred locations for this to take place, and arranging security and a ticket scanner to ensure a smooth and safe guest experience on show day.
Which specific details are being advanced by the tour and production manager will vary based on personal preference, and these people need to discuss and agree on who will be responsible for advancing which details before beginning the advance process. This will ensure nothing is being advanced twice, or slips through the cracks and is not discussed at all.
In some instances, the budget doesn’t allow for both a tour and production manager, in which case one person will advance everything. While this does simplify things, it can also be pretty overwhelming for someone who isn’t organized and on top of things.
Regardless of how many people are involved or the scope of the advance, all the information being exchanged must be thorough and easy to understand so that communication is minimal but sufficient, ensuring that the advance is completed in the most efficient means possible.