Month

August 2015

How to Create a Stage Plot and Input List

Let me offer a recent, real life example of why sending an up to date stage plot and input list when advancing is critically important.

We had a fly date into a festival in San Francisco, with a tight window of arrival. Our window became even tighter when our flight out of LAX was cancelled, and we were bumped to a later flight, now arriving across the bay in Oakland. It was one of those moments on the road where things are out of your control, and travel is either going to work out, or it isn’t, so it’s best to simply relax. With pre-arranged ground transportation botched, the festival hustled and sent us a runner van to get us on site. With traffic from Oakland into San Francisco, we ended up arriving on site 29 minutes prior to stage time. Woof.

There is a certain due process to arriving on site at a festival. Artist check in, meeting up with the festival liaison, getting your bearings, settling into the dressing room, checking in with production, checking in with backline, loading or crossloading gear to stage, building gear, grabbing a bite to eat, potential press, using the bathroom, etc. The picture that I am trying to paint is that there are a lot of things that happen before your set, and when you arrive so close to set time, things you have done in advance become even more important.

Walking onto stage, it was as if an ethereal force had descended and backline, monitors, and mics were all placed exactly where they needed to be. How did it get to be this way? How did they know to put it like this? Allow me to introduce you to the Stage Plot and Input List.

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How To Advance A Tour

how-to-advance-a-tour

What is advancing?

Advancing is a process that begins weeks before a show or tour ever begins. It’s the period of time where needs are expressed and logistical pitfalls are overcome, in order to prepare for a successful day of show. No two advances are the same. Each one is different, and must be tailored to meet the needs of the situation you’re in.

Advancing can include, but is not limited to discussions on parking, labor, load in, load out, scheduling, audio, lighting, hospitality, merchandise, venue amenities, guestlist, meet and greets, press, security, hotels, settlement, the list goes on.

As outlined in the pre-advancing lesson, organization is key. You are opening the flood gates of your inbox, and having a solid base for how you are going to stay on top of information and requests will drastically improve the quality of your life once you’re in the thick things.

You know that thing about first impressions? How they tend to last? Think of that when you’re sending out your advance. It’s the first contact you’re making with the house, and it sets the tone for how your show is going to be run in a few weeks. Venue staff and production can smell a turd in their inbox. Equally, I’ve learned when I’m about to step into a pile myself. Don’t be that turd.

There are an infinite number of situations that could arise day of show. No advance will totally full-proof your day, but it can tighten things up significantly. Think of something very simple, like arriving to a major metropolitan city while towing a trailer. If you express your parking needs before arriving, you will more than likely arrive to the most beautiful looking coned off spots, where you will easily be able to pull in your rig. Onlookers will gasp and swoon as you pull in. Who do these parking spots belong to?! My friend, they belong to you, because you advanced it.

Below I’ve included a very general advancing template. It is going to be overkill for an open mic night, and likely not enough for a larger situation. The questions you actually end up asking will depend greatly on who you’re touring with, the crew you’ve hired, what you’re traveling in, what kind of gear you’re bringing (or not bringing in), if you have support on the tour, and what style show it is (club, festival, something else).

Be mindful of who, and what you’re dealing with while advancing. There is a balance of getting the information you need, and over advancing something. This is only a template. Use it as a reference. Find it below the break.

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