Before beginning the advancing process, I strongly suggest taking the time to pre-advance your tour. Well, hell! I don’t even know what advancing is yet! I know, I know. In the coming weeks, this is all going to make so much more sense. More articles will become available, and you will be able to click right here (live soon), and find out exactly what advancing is.
What is the pre-advance? It is a necessary step of organization that will end up saving you time, grief, and make you a more effective communicator.
Think of it this way: pretend you have a 30 date tour, and within each and every one of those dates is a task that takes 5 minutes to complete if you don’t pre-advance. If you do pre-advance you can save yourself 2.5 hours of repeating this task. I don’t know about you, but that seems appealing to me. IE: Did I already send the shop list? Hmm, scour, scour, scour. Aha! I have! Wish I had made note of that!
The needs of your tour will dictate exactly how this looks, but for simplicities sake I’ve included a very general checklist of how to pre-advance your tour.
- Create an advancing template. This is what you’re going to be sending out to promoters and production.
- Update all riders, stage plots, input lists, backline lists, and tax documents. So much can change in between tours. It is important to be working with current documents. Imagine one change on an input list. Doesn’t seem like much, right? Wrong. By sending out that incorrect input list, you’ve now created one additional task for yourself every single day of the tour. IE: You need an extra line run stage right for a second guitar cabinet. Instead of sending this along from the get-go, now you must walk to stage, find the audio personnel who needs to receive this message (who may not be around at the moment), deliver the message, and now your workflow has been interrupted. Let’s conservatively estimate this takes 10 minutes. That’s 5 hours of your precious life squandered over the course of this hypothetical 30-day tour.
How to Make a Stage Plot and Input List (coming soon)
- File all of these documents in the same folder on your computer. This way when you are ready to advance, you aren’t opening up multiple folders, constantly looking for files. You can open one folder, select all the files, and attach them to the email. Make sure to include the artist’s name, what the file is, and what time period the file pertains to. You have to imagine the inbox of the person likely receiving these files. They are inundated on a daily basis with stage plots and input lists. Make it as easy as possible for them to find yours.
- Create a spreadsheet that is going to help you organize the status of your advances and travel arrangements. It should include when the advance was sent, when a follow up was made, if you’ve heard back, and what outstanding issues require attention. This is one of the most important parts of the pre-advance. This is the sheet you quickly glance at to figure out if a task has been completed or needs attention. I must again drive home that one size does not fit all in the advancing world. Festivals have different needs than a club show. Fly dates have different needs than a van or bus tour. Customize! Download an example here.
- I like to add drive times and time zone changes when I’m building my pre-advance spreadsheet. It is helpful when coordinating logistics and saves repeated visits to Google Maps. It also becomes helpful when reviewing bus quotes.
- It is important to share the status of advancing with your crew and management. Sharing a document on Google Drive tends to do the trick. It’s not another email in the inbox, and people can log on at their leisure to check on the status of something. Doubly, it lets people know that things are being worked on, and reduces the chance of someone attending to an issue that’s already been dealt with.
- Zero out all cash float sheets, expense reports, and income documents. Again, file these in one folder.
- Create files and folders on your desktop that pertain to the current tour you are working on. As information and attachments come in, file them away. Deal memos, receipts, tech packs, etc. You never know when you might get stuck without wifi on site.
- Depending on the email client you’re using, I’d suggest creating a label for the specific tour you’re working on. Less chance of missing something, and easier to find something after the fact.
The idea behind all of this is to create organization and structure for a ton of information that will begin to come your way once you actually start advancing. If you have a good framework from the get go, you will save yourself a great deal of time and frustration, along with having a more pleasant experience once you get into the thick of it.