Band Tour Planning Checklist: Complete Guide for 2025

Planning a tour is one of the most exciting—and challenging—aspects of being in a band. Whether it's your first weekend run or a month-long national tour, proper planning makes the difference between a successful adventure and a costly disaster. This comprehensive checklist will guide you through every step of the tour planning process.

6-12 Months Before Tour

Define Your Tour Goals

Determine Your Objectives

• Build fanbase in new markets
• Support a new release
• Generate income
• Gain experience
• Network with industry
• Have fun and adventure

Set Realistic Expectations

• First tours rarely make money
• Focus on long-term growth
• Balance ambition with reality
• Consider your resources

Choose Your Tour Type

Weekend Warrior

• 2-4 shows over a weekend
• Within driving distance
• Keep day jobs
• Low risk, good for starting

Regional Tour

• 1-2 weeks
• Neighboring states/provinces
• 5-10 shows
• Manageable logistics

National Tour

• 3-6 weeks
• Cross-country routing
• 15-30 shows
• Significant commitment

International Tour

• Requires visas and work permits
• Complex logistics
• Higher costs
• Professional level

Establish Your Budget

Estimate Costs

• Transportation (gas, vehicle rental, flights)
• Lodging (hotels, Airbnb, camping)
• Food and per diems
• Equipment rental or shipping
• Promotion and marketing
• Emergency fund (10-20% of budget)
• Insurance

Project Income

• Guaranteed show payments
• Merchandise sales
• Streaming bump
• Realistic, conservative estimates

Calculate Break-Even

• Minimum needed per show
• Total tour profitability
• Contingency planning

Secure Transportation

Options

• Personal vehicle (cheapest, limited space)
• Rental van (flexible, no wear on personal vehicle)
• Tour bus (expensive, professional)
• Flying between cities (fast, expensive, limited gear)

Vehicle Requirements

• Fits all members and gear
• Reliable and well-maintained
• Adequate insurance
• Backup plan if it breaks down

3-6 Months Before Tour

Book Your Shows

Routing Strategy

• Start with anchor dates (festivals, guaranteed shows)
• Fill in between anchor dates
• Minimize backtracking
• Realistic daily driving distances (4-6 hours max)
• Build in rest days

Booking Process

1. Research venues in target cities
2. Find venues that book similar artists
3. Send professional booking email with EPK
4. Follow up persistently but politely
5. Negotiate terms and confirm
6. Get contracts signed

Booking Email Template

Subject: [BAND NAME] Booking Inquiry - [DATES]

Hi [VENUE/BUYER NAME],

I'm reaching out on behalf of [BAND NAME], a [GENRE] band from [CITY]. We're planning a [REGION] tour for [DATES] and would love to play [VENUE NAME].

[Brief band description and accomplishments]

We're looking to play [DATE RANGE]. Our typical draw is [NUMBER] people, and we bring professional sound and an energetic performance.

EPK: [LINK]
Music: [STREAMING LINKS]
Videos: [YOUTUBE LINK]

Would you have availability during this window? Happy to discuss details.

Thanks for your consideration!

[YOUR NAME]
[CONTACT INFO]

Confirm Details for Each Show

• Date and time (load-in, soundcheck, doors, set time)
• Guarantee or door split
• Payment method and timing
• Technical requirements
• Promotion responsibilities
• Guest list allocation
• Hospitality/rider

Plan Your Route

Use Routing Tools

• Google Maps for distances
• Routing apps for optimization
• Consider traffic and weather
• Plan fuel stops

Daily Schedule

• Wake up and pack
• Drive to next city
• Arrive 2-3 hours before load-in
• Load-in and soundcheck
• Downtime before show
• Performance
• Merch and networking
• Load-out
• Drive to lodging or next city

Rest Days

• Schedule every 5-7 days
• In interesting cities
• Catch up on sleep
• Do laundry
• Recharge mentally

Arrange Lodging

Options

• Hotels/motels (expensive, comfortable)
• Airbnb (mid-price, more space)
• Hostels (cheap, social)
• Camping (cheapest, adventurous)
• House shows with crash space (free, builds connections)
• Friends and family (free, comfortable)

Booking Tips

• Book in advance for better rates
• Look for group discounts
• Consider location (safe, near venue)
• Read reviews carefully
• Have backup options

Organize Promotion

Create Tour Poster

• All dates and venues
• Professional design
• Easy to read
• Shareable format

Announce Tour

• Social media posts
• Email newsletter
• Press release
• Website update
• Streaming platform bios

City-Specific Promotion

• Contact local press and blogs
• Reach out to local radio
• Connect with local bands
• Post in city-specific groups
• Target ads to each market

Venue Coordination

• Confirm promotion responsibilities
• Provide promotional materials
• Share social media posts
• Coordinate with other bands

1-3 Months Before Tour

Prepare Your Gear

Equipment Checklist

• Instruments and backups
• Amplifiers and pedals
• Cables (extras!)
• Strings, sticks, picks (lots of extras)
• Tuners and tools
• PA system (if you're providing)
• Merchandise and display
• Merch payment system (Square, cash box)

Packing Strategy

• Tetris-style efficient packing
• Protect fragile items
• Easy access to frequently needed items
• Secure everything for travel

Backup Plans

• Spare cables and strings
• Backup instruments if possible
• Know where to buy/rent gear in each city
• Have repair contacts

Prepare Merchandise

What to Bring

• T-shirts (various sizes)
• CDs or vinyl
• Stickers and buttons
• Posters
• Special items

Inventory Management

• Track what you bring
• Track sales each night
• Restock if needed
• Price everything clearly

Display Setup

• Portable table
• Tablecloth with band logo
• Good lighting
• Price signs
• Payment options (cash and card)

Handle Administrative Tasks

Legal and Financial

• Ensure vehicle insurance is adequate
• Get health insurance or travel insurance
• Set up tour bank account or fund
• Prepare expense tracking system
• Understand tax implications

Contracts and Paperwork

• Signed contracts for all shows
• Contact list for all venues
• Emergency contact information
• Vehicle registration and insurance
• Band member IDs and any necessary documents

Rehearse and Prepare

Musical Preparation

• Rehearse full setlist multiple times
• Prepare multiple set lengths
• Practice stage banter
• Work on tight transitions
• Build stamina for consecutive shows

Setlist Strategy

• Strong opener
• Mix of energy levels
• Save best songs for mid-set and closer
• Prepare encores
• Have flexibility for different situations

2-4 Weeks Before Tour

Final Confirmations

Confirm All Shows

• Reconfirm date and time
• Verify load-in details
• Confirm payment terms
• Check technical requirements
• Update any changes

Lodging Confirmations

• Verify all reservations
• Have addresses and check-in info
• Save confirmation numbers
• Have contact numbers

Transportation Final Check

• Vehicle maintenance
• Oil change
• Tire check
• Fluid levels
• Emergency kit

Create Tour Documents

Tour Itinerary

• Day-by-day schedule
• Venue addresses and contacts
• Lodging addresses
• Drive times between cities
• Load-in and set times

Contact Sheet

• All venue contacts
• Emergency contacts
• Band member contacts
• Booking agent/manager
• Roadside assistance
• Equipment rental companies

Advance Sheets

• Technical requirements for each venue
• Stage plot
• Input list
• Hospitality rider
• Promotion checklist

Pack and Prepare

Personal Items

• Clothes for all weather
• Toiletries
• Medications
• Phone chargers
• Entertainment for drives
• Pillow and blanket

Band Essentials

• First aid kit
• Tool kit
• Duct tape and zip ties
• Flashlights
• Extension cords
• Sharpies and pens
• Notebook

Financial

• Cash for emergencies
• Credit cards
• Petty cash for band expenses
• Merch change

Week of Tour

Final Preparations

Day Before Departure

• Load vehicle
• Final gear check
• Print all documents
• Charge all devices
• Get good sleep

Departure Day

• Leave early
• Final headcount
• Confirm first show
• Begin expense tracking

During the Tour

Daily Routine

Morning

• Wake up at reasonable time
• Pack efficiently
• Check out on time
• Grab breakfast

Travel

• Rotate drivers
• Take breaks every 2-3 hours
• Stay hydrated
• Arrive with time to spare

At Venue

• Load in efficiently
• Soundcheck professionally
• Explore the city
• Eat before show
• Rest before performance

Show Time

• Arrive early
• Professional soundcheck
• Great performance
• Work the merch table
• Network with locals and other bands
• Collect payment
• Load out efficiently

After Show

• Count merch money
• Record sales
• Drive to lodging or next city
• Get adequate sleep

Stay Organized

Track Everything

• Daily expenses
• Merch sales
• Show payments
• Mileage
• Contacts made

Communicate

• Update social media daily
• Post photos and videos
• Thank venues and fans
• Promote upcoming shows
• Stay in touch with home

Take Care of Yourselves

• Eat reasonably healthy
• Stay hydrated
• Get enough sleep
• Exercise when possible
• Manage stress

Handle Problems

Common Issues

• Vehicle breakdown: Have roadside assistance
• Illness: Bring medicine, know urgent care locations
• Gear failure: Have backups and repair contacts
• Show cancellation: Have contract terms clear
• Band conflicts: Address immediately and privately

After the Tour

Wrap-Up Tasks

Financial

• Reconcile all expenses
• Distribute payments
• File receipts for taxes
• Analyze profitability

Follow-Up

• Thank all venues and promoters
• Send photos to venues
• Connect with new contacts on social media
• Send thank you emails

Evaluation

• What worked well?
• What needs improvement?
• Which markets to return to?
• Lessons learned

Maintenance

• Clean and maintain gear
• Vehicle maintenance
• Restock merchandise
• Organize tour materials

Leverage Tour Success

Content Creation

• Edit tour videos
• Share photos
• Write blog posts
• Create tour recap

Relationship Building

• Stay in touch with new fans
• Maintain venue relationships
• Connect with other bands
• Plan return visits

Plan Next Steps

• When to tour again?
• Which markets to revisit?
• What to do differently?
• How to build on momentum?

Tour Planning Tools

Routing and Logistics

• Google Maps
• Roadtrippers
• GasBuddy
• Weather apps

Booking and Promotion

• Indie on the Move
• Bandsintown
• Songkick
• Social media schedulers

Financial Tracking

• Spreadsheets
• Expensify
• QuickBooks
• Band management software

Communication

• Group messaging apps
• Shared calendars
• Cloud storage for documents
• Email

Conclusion

Tour planning requires attention to detail, realistic budgeting, and thorough preparation. Start small with weekend runs, learn from each experience, and gradually expand your touring ambitions as you gain experience and resources.

Remember that your first tours are investments in your career. Focus on building relationships, gaining experience, and growing your fanbase rather than immediate profitability. With proper planning and execution, touring can become one of the most rewarding aspects of your music career.

Use this checklist for your next tour, adapt it to your specific needs, and add your own lessons learned. Safe travels and great shows!