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Tour manager
Tour manager
Tour manager
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A tour manager (or concert tour manager) is the person who helps to organize the administration for a schedule of appearances of a musical group (band) or artist at a sequence of venues (a concert tour). In general, road managers handle tour details for their specific band, while tour managers are used to oversee the logistics, finances and communications for tours as a holistic entity. So, on any given tour, there may be road managers taking care of each band as well as a Tour Manager responsible for caring for the entire tour. The Tour Manager may also be the headlining band's road manager.

The performances on a concert tour are booked by the act’s booking agent, who works with concert promoters to place the act in suitable venues and festivals in a time frame and territory agreed with the act’s management. Individual concert promoters negotiate the financial, technical and hospitality requirements of the artist and make an offer to the booking agent for the show. The tour is announced and tickets put on sale when agreement is reached on the tour dates.[1] As modern concert touring involves complex financial, legal and technical arrangements, the booking agent or artist manager hire a tour manager to organize the logistics, personnel, communications and schedule. Concert tour managers are usually freelancers working on a tour-by-tour basis.

Duties

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The tour manager is given the itinerary for the tour by the booking agent or Artist Manager. Working from this itinerary, the tour manager handles the following activities.

Financial

[edit]

The itinerary includes information about the potential ticket income (fees) for each show. Using this information the tour manager can produce a budget for the tour, calculating costs for crew wages, per diems, accommodation, transport, sound, lighting and video equipment, visas and work permits, rehearsals and other expenses such as booking agent commissions.[2][3]

Advancing

[edit]

Advancing is the process of contacting each promoter and venue to ensure the entire artist's technical and hospitality demands (the rider) are met and to resolve any problems the promoter or venue can foresee. The artist's rider covers catering, production (sound, lights, stagehands needed), security, general show, and legal issues. During the advancing process the tour manager checks contact names and addresses, arrival times, equipment load-in times, sound check and performance times, any supporting/opening acts, and live music curfews. This information is collated into a "tour book" which is issued to the band and crew.

On the road

[edit]

The tour manager travels with the band on the tour. The job on the road varies depending on the type and success level of the act. A tour manager's day-to-day workload can include:[4]

  • Overseeing hotel departures
  • Settling accommodation bills
  • Overseeing travel arrangements; i.e. band and crew onto the bus or to the airport
  • Paying per diems to the band/artist and crew
  • Overseeing venue arrival - double-checking hospitality and technical arrangements
  • Arranging up-to-date running order with venue and promoter
  • Overseeing promotional activities; i.e. TV, radio and press interviews at the venue or at other locations
  • Supervising setup operations
  • Supervising any support or opening acts
  • Ensuring venue is ready to open on time by supervising sound check times
  • Liaising with transport department regarding the next days' travel
  • Ensuring all acts perform on time and for the allotted time
  • Settling performance fee with promoter and collecting any cash due
  • Ensuring all touring equipment is re-packed and loaded back onto tour transport
  • Preparing band and crew schedule sheets for the next day
  • Overseeing band and crew on to appropriate overnight transport or to next hotel
  • Reporting this show's attendance figures to management and booking agent
  • Troubleshooting unforeseen issues and emergencies that occur
  • Ordering after show food for the band and crew
  • Preparing an accurate tour budget for the manager and business manager to approve
  • Doing daily tour accounting if there is no tour accountant
  • Preparing the tour book (itinerary) which contains information such as venue details, hotel details, promoter details, show schedule and daily travel details
  • Hiring the road crew (roadies)
  • Supervises the creation of tour backstage passes
  • Coordinates gear rental (sound, lights, backline) with production manager
  • Coordinates any visas and work permits needed for touring entourage
  • Deals with foreign artist tax deductions (when applicable) with business manager and promoter
  • Updates artist contract rider when necessary
  • Coordinates air, sea and land cargo when necessary
  • Coordinates ordering of tour supplies (guitar strings, drum sticks, batteries, etc.) when needed
  • Coordinates creation of scenic shows such as backdrops and scrims when needed
  • Prepares carnets for equipment with shipping companies when necessary
  • Supervises creation of stage plots and input charts with stage crew when necessary and adds them to rider
  • Completes daily guest list for band and crew
  • Supports merchandiser when needed

References

[edit]
Revisions and contributorsEdit on WikipediaRead on Wikipedia

Tour manager

View on Grokipedia
from Grokipedia
A tour manager is a pivotal professional in the live industry, primarily responsible for orchestrating the , finances, scheduling, and overall operations of performing artists' or bands' tours, such as musical concerts, theater productions, or shows, to ensure seamless execution and artist satisfaction. This role involves traveling with the artist and crew, coordinating transportation, accommodations, and equipment transport across multiple cities, while managing daily itineraries known as "day sheets" that detail show times, travel, and rehearsals. Tour managers also handle financial aspects, such as budgeting expenses, processing payments, and settling accounts with promoters and , often requiring strong multitasking and problem-solving skills to address unforeseen issues like delays or technical problems. Beyond operations, they prioritize artist well-being by overseeing , personal needs, and media interactions, while resolving disputes among crew members or stakeholders to maintain harmony on the road. The position demands resilience, as it typically involves long hours, extensive travel, and high-pressure environments, with professionals often working 8–9 months per year on tours ranging from small club gigs to large arena productions. Entry into the field usually requires no formal but benefits from prior experience in music-related roles like sound engineering or venue management, along with networking and internships; average salaries vary by location and tour scale, ranging from approximately $40,000 to $140,000 annually (as of 2025).

Overview

Definition and Scope

A tour manager is a in the music and industry responsible for organizing and overseeing tours for musical artists or groups, managing , finances, and communications throughout the and execution phases. This role encompasses ensuring smooth operations from pre-tour preparations to on-site coordination, allowing performers to focus on their artistic delivery. The scope of a tour manager's work varies widely, covering tours of different scales—from intimate club performances by emerging acts to expansive international arena tours featuring established artists that may span months and multiple continents. Tour managers are typically employed as freelancers, hired on a per-tour basis by artists, their teams, or promoters through networks and referrals, rather than as permanent staff. In this capacity, they handle diverse responsibilities such as arranging transportation and accommodations, coordinating with venues, and addressing unforeseen challenges to maintain tour momentum. At the core of the role, the tour manager serves as the central coordinator, facilitating communication and alignment among the , production crew, venue staff, and external partners like travel providers and local promoters. This hub-like function ensures that all elements of the tour itinerary are synchronized, from daily schedules to . Tours are generally initiated by booking agents who secure dates and promoters who and organize the overall route, often a year in advance; the tour manager then steps in post-booking to operationalize the and execute the plan. The tour manager role in the music industry is distinct from several overlapping positions in live touring, each emphasizing different aspects of tour execution to ensure clarity in responsibilities. While the tour manager handles overarching , administration, and financial oversight for the entire tour, the road manager primarily focuses on day-to-day on-site support for the artist and crew, such as ensuring contract compliance, timely payments, and immediate personal needs during travel. This distinction allows the tour manager to concentrate on broader coordination, like and , while the road manager addresses reactive issues on the road. In contrast to the production manager, who specializes in technical production elements including , , video, , and equipment setup, the tour manager oversees the high-level flow of the tour, including personnel , budgeting, and arrangements. The production manager collaborates closely with department heads and venue crews to ensure safe and efficient show execution, often handling equipment contracts, rehearsals, and permits, whereas the tour manager prioritizes non-technical aspects like travel schedules, expense tracking, and artist well-being. Unlike the booking agent, who operates in the pre-tour phase by negotiating contracts, securing venues, and routing shows to maximize profitability—typically 8 to 24 months in advance—the tour manager takes over for on-tour management, solving daily logistical challenges and coordinating with technicians to keep performances on schedule. Booking agents represent the to promoters and talent buyers, earning a commission on gross revenues, while tour managers execute the planned itinerary without involvement in initial deal-making. In smaller-scale tours with limited staff, these roles often overlap significantly, with the tour manager assuming responsibilities typically handled by road or production managers, such as direct coordination or basic technical oversight, to streamline operations. This flexibility is common in productions with teams of two or fewer, where a single individual may cover multiple duties to maintain efficiency.

Duties

Financial Management

Tour managers play a pivotal role in ensuring the economic viability of a music tour by creating and overseeing comprehensive budgets that align projected with anticipated costs. These budgets are typically developed in collaboration with the , business managers, and sometimes external accountants, drawing on estimates of from sources such as guarantees derived from ticket sales, merchandise , and occasional sponsorship deals. For instance, an guarantee might be set at $10,000 per show, serving as a baseline for revenue projections while factoring in variables like venue capacity and market demand. Monitoring occurs continuously, with adjustments made dynamically to accommodate unforeseen changes, maintaining a of 5-10% of total expenses to safeguard against deficits. Key expenses under the tour manager's oversight include crew wages, which vary by tour scale—ranging from van tours with minimal staff to arena productions requiring larger teams—and often incorporate pre-production fees equivalent to 25-50% of total tour wages. Per diems, typically $25-35 per day per person and non-taxable, cover daily living costs for crew and band members, paid weekly to support on-road needs. Other major outlays encompass transportation (e.g., bus rentals for 12-bunk setups or truck hires, with fuel as a significant variable), accommodations like hotels, equipment rentals for production elements such as backline and lighting, as well as visas, insurance policies (including liability and equipment coverage), and payroll taxes adding 18-20% to wage costs. These categories are meticulously itemized to prevent overspending and ensure alignment with the overall budget. In handling payments, tour managers settle promoter fees upon show completion, reimburse vendors for services like transportation or equipment, and distribute crew payroll and per diems, all while managing cash flow to avoid shortfalls that could halt operations. This involves negotiating with vendors—often securing at least three quotes for competitive pricing—and processing timely invoices to maintain positive relationships in the industry. Effective cash flow management relies on real-time tracking, frequently using accounting software, Excel, or to log transactions and monitor balances against the budget. Final settlements occur post-tour, where all accounts are closed out with detailed receipts and records submitted for review. A core aspect of this role is tour accounting, a specialized process where budgeted figures are against actual costs and revenues at the tour's end, often in partnership with a dedicated tour accountant. This addresses discrepancies, such as overruns in or underestimations in merchandise sales, while for taxes (e.g., state or foreign withholdings) and professional fees like commissions at 15% of . The resulting financial reports provide transparency to the and stakeholders, informing future tours and ensuring compliance through deductible expenses.

Advancing and Pre-Tour Planning

The advancing process for a tour involves the tour manager liaising closely with promoters and venue production staff to coordinate and confirm all logistical and technical details for each performance, typically beginning 3-6 weeks before the first show to allow sufficient time for preparations and risk mitigation through phone calls, emails, and occasional site visits. This phase ensures that the artist's technical rider—specifying requirements such as dimensions, sound system specifications, setups, and backline —is fulfilled in alignment with the venue's available resources. Hospitality riders, which outline off-stage needs like options, dressing room accommodations, transportation, and access, are similarly reviewed and negotiated during advancing to balance the artist's preferences with venue capabilities and constraints, often requiring compromises such as substitutions for specialized items. Rider negotiations prioritize practical feasibility, with the tour manager documenting any agreed adjustments to avoid disputes on show day and to integrate pre-tour costs into the overall financial plan. A key deliverable of pre-tour planning is the compilation of a comprehensive tour book or itinerary document, which includes detailed daily schedules, key contact information for venues and local services, maps of travel routes and facilities, and emergency protocols for medical or security issues. This resource is distributed to the artist, crew, and support team to facilitate seamless coordination. Pre-tour logistics arrangement encompasses securing necessary travel documents such as visas for international dates—often a meticulous involving extensive paperwork for large —and ensuring compliance with requirements like vaccinations, alongside organizing equipment shipping via specialized freight services to prevent delays or damage. Initial crew hiring, including roles like sound engineers and drivers, is also handled during this period to build a reliable aligned with the tour's scale and itinerary demands.

On-Tour Operations

During the active phase of a tour, the tour manager serves as the central coordinator, overseeing real-time execution to ensure the production runs smoothly from one city to the next. This involves adapting to unforeseen changes while maintaining the overall schedule, prioritizing the safety and efficiency of the artist, crew, and equipment. Effective on-tour operations rely on proactive oversight to minimize disruptions and maximize performance quality. A primary responsibility is the oversight of travel logistics, including flights, buses, and ground transportation, to guarantee timely arrivals and adherence to performance schedules. Tour managers monitor routes, coordinate with drivers and airlines, and adjust for variables like traffic or weather delays, ensuring the entire entourage—artist, crew, and gear—reaches destinations without compromising safety. This logistical command extends to securing accommodations that meet the group's needs, often verifying compliance with pre-arranged rider requirements for comfort and functionality upon arrival. At each venue, the tour manager coordinates load-in, sound checks, performances, and load-out, assigning tasks to members such as stagehands and technicians to optimize . They liaise with local venue staff to confirm setup details, including stage configurations and technical specifications, while monitoring the artist's well-being to prevent or stress from impacting the show. This hands-on management ensures seamless transitions between rehearsal and , with the tour manager often present backstage to address immediate concerns. Constant communication is essential, with tour managers using tools like two-way radios, walkie-talkies, mobile apps, and phone calls to keep the , , promoters, and vendors aligned throughout the day. This real-time connectivity allows for quick updates on changes, such as altered call times or adjustments, fostering a unified team response. To facilitate this, tour managers distribute daily "day sheets"—detailed documents outlining itineraries, contact information, call times, and venue specifics—which are posted in buses, green rooms, and production areas to guide everyone involved. Handling emergencies forms a critical part of on-tour operations, requiring contingency planning for issues like transportation delays, artist illnesses, equipment malfunctions, or legal complications. Tour managers maintain emergency kits, contact lists for medical services or local authorities, and backup protocols, such as alternative travel routes or freelance crew hires, to resolve crises efficiently without derailing the tour. Their resourcefulness in these situations—drawing on preparation and quick decision-making—helps safeguard the production's continuity and the well-being of all participants.

Skills and Qualifications

Essential Skills

Tour managers require strong organizational and multitasking skills to coordinate complex , such as itineraries, vendor contracts, and daily schedules across multiple time zones and stakeholders. These abilities enable them to manage simultaneous demands, including travel arrangements, crew assignments, and budget allocations, ensuring tours proceed without major disruptions. Effective communication and skills are crucial for interacting with diverse parties, including artists, promoters, venues, and crew members, often requiring clear articulation of expectations and resolution of conflicts. prowess helps secure favorable terms in deals, such as rider fulfillments or transportation costs, while maintaining professional relationships essential for repeat collaborations. Problem-solving and capabilities allow tour managers to address unforeseen challenges, like equipment failures, weather delays, or interpersonal disputes, with quick, decisive actions that minimize impact on the tour's momentum. These skills involve anticipating risks and implementing contingency plans, often under high-pressure conditions where calm leadership prevents escalation. A solid knowledge of the music industry is indispensable, encompassing familiarity with contracts, union regulations for musicians and crew, and basic technical aspects like audio and visual setups during sound checks and rehearsals. This expertise ensures compliance with legal and labor standards while facilitating smooth technical operations. In 2025, digital proficiency with tour management software has become increasingly vital, enabling real-time tracking of bookings, expenses, and communications to enhance efficiency in dynamic on-tour environments. Tools like Master Tour streamline itinerary planning, resource allocation, and team coordination, reducing manual errors and supporting data-driven decisions.

Professional Background and Training

Becoming a tour manager in the music industry typically does not require a formal degree, as the role emphasizes practical expertise over academic credentials. However, backgrounds in , , or related fields can provide valuable foundational knowledge in areas like , contracts, and budgeting, enhancing . For instance, programs offered by institutions such as are recognized by employers for developing relevant skills, though they are not mandatory prerequisites. Hands-on experience forms the core of professional preparation, often beginning in entry-level positions that immerse individuals in the touring environment. Aspiring tour managers frequently start as tour assistants, merchandise sellers, or members, such as engineers or production assistants, to gain insights into on-road operations and build reliability. These roles, which may involve working for smaller bands or even unpaid initially, allow for learning the nuances of tour through direct involvement, progressing to full tour management as competence is demonstrated. Networking plays a pivotal role in accessing opportunities within the freelance-dominated field, often occurring through attendance at music festivals, connections with booking agencies, or involvement with industry unions. Organizations like the International Alliance of Theatrical Stage Employees (IATSE) provide avenues for building relationships among touring professionals, particularly for those transitioning from crew roles. Additionally, groups such as the Music Tour Managers Association facilitate professional interactions and referrals. Certifications can bolster credibility, especially in and organizational aspects of touring. Relevant qualifications include and CPR , often reimbursed through IATSE programs for affiliated workers, as well as certifications in transportation or to handle regulatory and logistical demands. In the absence of structured formal , from experienced tour managers serves as a primary method for skill acquisition and career guidance. Programs like the Country Music Association's Touring pair early-career professionals with veterans for hands-on learning and advice tailored to the touring landscape. This apprenticeship-style approach is particularly vital in a field reliant on reputation and personal endorsements.

Career and Industry Context

Entry and Advancement

Individuals typically enter the tour management profession through entry-level paths such as on small-scale tours with local or independent bands, interning at production companies or artist firms, or starting in related roles like booking assistant or member. These opportunities allow aspiring tour managers to gain hands-on experience in logistics, scheduling, and team coordination without formal qualifications, though a is often the minimum requirement, and some employers prefer a in , , or related fields. Professionals build their resumes by managing short regional tours for emerging artists, which provides practical exposure to on-tour operations and helps transition to national or international circuits. This progression emphasizes versatility, such as handling tour accounting or production tasks, to demonstrate reliability in increasingly complex environments. Advancement in the field occurs primarily through building a strong reputation via successful tour completions, leading to repeat hires by artists and scaling to larger productions with bigger budgets and crews. The freelance nature of the role results in income variability, often tied to project-based contracts and positive references from industry networks. To secure higher-profile gigs, tour managers develop portfolios that include tour books documenting past projects, testimonials from clients, and records of diverse artist collaborations.

Historical Evolution

The role of the tour manager emerged in the rock era, evolving from informal handlers and roadies who managed basic for burgeoning bands on international tours. During this period, figures like Ronnie Schneider served as the U.S. tour manager for in 1965 and 1966, coordinating travel and handling massive fan crowds amid the band's explosive popularity. Similarly, Chris O'Dell acted as an early tour coordinator for both and in the late , assisting with personal assistance and on-road organization during high-profile travels. By the end of the decade, professionals such as took on the role for the ' 1969 U.S. tour, overseeing security, venues, and event coordination for large-scale productions like the Altamont Speedway concert. The and marked significant growth and professionalization of the tour manager position, driven by the shift to larger and productions that demanded specialized expertise. Agencies began formalizing tour operations, with tour managers like Patrick Stansfield— who started in the 1960s with Bill Graham's FM Productions—contributing to standardized practices for technical setups and crew management in expansive tours. A key development was the standardization of riders, which detailed equipment, hospitality, and production requirements, enabling consistent execution across global venues and reducing on-site improvisations. Following 2000, the role adapted to technological advancements, incorporating digital tools for virtual advancing and real-time collaboration, such as apps that allow teams to share itineraries, budgets, and updates remotely. also became a priority, with tour managers implementing eco-friendly practices like sustainable and sources for stages, as demonstrated in Coldplay's 2022-2023 world tour efforts to minimize carbon emissions. The (2020-2022) profoundly reshaped tour management, accelerating the adoption of hybrid planning through virtual tools for pre-tour coordination and incorporating enhanced health and safety measures, with some COVID-era protocols like virtual coordination persisting into 2025, though mandatory testing and vaccination checks have been discontinued in favor of general wellness guidelines. In the streaming era, tour managers have expanded responsibilities to include coordination and fan engagement logistics, such as organizing virtual meet-and-greets and live-stream integrations to bridge physical tours with online audiences. In the mid-2020s, tour managers increasingly incorporate AI-driven tools for itinerary optimization and budgeting, while mega-tours demand enhanced coordination for large-scale productions. Sustainability remains a focus, with more artists adopting eco-friendly practices as of 2025.

References

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  33. http://www.classicbands.com/SamCutlerInterview.html
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  40. https://www.iqmagazine.com/2025/01/concert-execs-talk-2025-hopes-trends-challenges/
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