Depending on the size and scope of a tour, one person might be sufficient to cover the responsibilities of both a tour and production manager. However, when the number of touring personnel and the scope of the production grow beyond what a single person can handle, the duties are split between two people. There is a lot of grey area and cross-over between these two positions, so it’s worth discussing the responsibilities that pertain to each.

PRODUCTION MANAGEMENT

As the name implies, a production manager (PM) will focus on the tour’s production elements. This preparation includes working with the production designer and department heads to get a complete list of equipment required for the performance. In the weeks and months leading up to the first show, the PM will use this list to request vendor quotes for the best price and value, eventually securing contracts to rent the necessary equipment. They’ll also reserve a location for rehearsals that can accommodate the tour’s production, considering details like stage size, trim height, and available power.

During the advance process, a production manager focuses primarily on things that pertain directly to the performance itself: 

·      Audio

·      Lighting

·      Video specifications

·      Backline requirements

·      Plots: Stage, Lighting, and Rigging

·      Riser needs

·      Power requirements

·      Special effects

They confirm that all permits required for pyro or other special effects are secured. When the tour carries any soft goods, the PM ensures fire certifications are in order, which often includes sending burn samples of fabrics and other materials well in advance.

Having spent significant time with those designing the show in the weeks and months leading up to a tour, the PM is very familiar with its production elements and understands what it will take to get it loaded into a venue and set up daily. So, they’ll advance schedules, labor calls, and call times. Because they’re responsible for the production equipment carried by trucks and bus trailers, they’ll also advance where the tour vehicles will park at each venue.

If the tour carries equipment to be hung (backdrops, for example) or flown above the stage (lighting, video, and audio systems), the PM will discuss rigging with a venue representative to ensure all weight restrictions and safeguards are adhered to. When the tour’s production extends beyond the venue's capabilities (too tall, too heavy, etc.), the PM will work with the show's designer to come up with an alternate plan.

When traveling internationally, a PM will create an equipment list, obtain a carnet, and work with a cargo company to arrange cartage for the equipment they intend to ship. They’ll also secure backline and production rentals with the promoters when the band is unable to travel with everything they need to perform.

TOUR MANAGEMENT

Although not focused as much on the actual production, a tour manager’s (TM) role is no less important. One primary area of importance for a TM is a tour’s personnel. They'll create a hospitality rider for green room snacks, meals, and bus stock that brings attention to allergies and dietary restrictions, ensuring everyone on the tour can eat. They'll also concentrate on logistics, getting everyone from one place to another: airports, hotels, venues, radio, and television appearances. Even the occasional doctor visit.

Another critical area of a tour manager’s focus is finances, keeping a close eye on the tour’s budget, and regularly submitting receipts and expense reports to the artist’s business manager. And, most importantly, settling the show (getting paid for the performance) with a venue or promoter representative each night.

A TM also handles the guest list, ensuring that the band and crew's guests have tickets to the show and any festivities that may take place before or afterward.

When touring internationally, the tour manager ensures all travel visas and related immigration documentation are in order. Whether independently or in cooperation with a travel agent, they’re also responsible for booking flights and hotels for the touring party, including bus drivers, as necessary.

GREY AREAS

There are also responsibilities that, depending on each person’s individual strengths and personal preferences, may be covered by either a tour or production manager.

A production manager is often responsible for hiring a tour’s production crew. However, the TM may also pull from their network to help fill job openings. A tour manager typically handles the daily meet and greet, but because it often takes place in the venue during or just after sound check, a production manager may also play a role in making this happen.

When checking in the band and crew, along with their luggage and production equipment, for a flight, tour and production managers typically work together to ensure they've accounted for all personnel and equipment.

As I mentioned in my book The Efficient Hustle, it’s important that the tour and production manager discuss duties and responsibilities well in advance of a tour to ensure both people have a clear understanding of what the other will be responsible for. While this clarity does help avoid stepping on toes, it most importantly helps prevent confusion. The need for clarification due to conflicting details from multiple sources is an avoidable inefficiency. So, speak with your colleagues in advance and prepare accordingly to ensure you all have a smooth tour.