Book a Tour For Your Band in Seven Steps

Touring is difficult. With today's economy, it's even harder for indie bands to tour the country and really make a little cash. Despite financial constraints, booking a tour is the best way of spreading one's music through the land. Of course MySpace gives you some attention, but there's nothing like seeing a band play live, sweating over their various rock instruments and tearing up the concert stage. Touring is the foundation of the music biz and it is a ritual that isn't going vanish anytime soon.

Many new artists ask me what they need to know to begin booking their first tour. Everybody is always very eager to get out on the open road. I tell all of them them the same thing: booking a tour requires patience, relentless perseverance and a whole lot of planning. Furthermore, you will need funds and sacrifice and it is certainly not right for every band. If the bassist has to have his mom and dad (or girlfriend) to read him bedtime stories before he can go to sleep, or if the band's vocalist needs to feast up on sushi every day and rinse it down with a bottle of Evian, it is likely that travel is not the best route for your particular band. Likewise, if you are car sick after 3 hours spent on the road don't even consider wasting your time booking a tour.


Honestly, DIY tour requires guts, determination and sleep without worrying about spending the night on dirty, dusty floors and billiard tables. This is not a game for musicians who are weak and spoiled. You will have plenty of time to live like a king (or queen) once you make a hit album or three, and can afford extravagant luxuries such as hotel suites, hot cooked meals & van/bus drivers. If you &/or someone in your band has a girl or boyfriend, things are probably about to get tough. You may not get all your bills paid. If you are not prepared, you and your tour will fail.

I do not recommend booking a tour until you've at least won over your band's own hometown. You don't need to sell out massive arenas and stadiums, but you should have a reliable home base to launch of off before conquering new, foreign territories. Until the day you get a consistent minimum 45 fans attending your shows in your band's hometown, postpone your touring ambitions and save up your money. Furthermore, travel is not recommended without a CD quality album (an EP will be fine) and some merch to sell. You need those things to gain traction among music listeners and expand your band's fan base.

Step Prerequisite: press kit
Does your group have a press kit or electronic press kit (EPK)? If not, then it is time for you to sit down and put one together. Everyone will ask for a press kit, if they have not heard of your band. The good news is that your MySpace page can also serve as a press kit, but should have all the key elements: a good picture of advocacy group, 3-4 of their best songs, 3-4 paragraph bio that is the fluff, at least 1 live video or a list of past achievements and press coverage and samples of their recent advocacy efforts. There are many resources on the web about how to create a press kit, so do your research. If you need assistance with your press kit please contact me.

How to book a tour:
Here is my lesson plan for 7 steps to learn how to book a tour for your band. At the end of this exercise, you should have a plan to use as a document to keep you organized and tour a few dates to begin your training as a road warrior. Good luck!

1) Choose your route and dates: This is the most important step. Without  knowing when and where to go, you can't create a Tour Plan. A  Tour Plain is a band's Bible. Includes all travel information, when and where to be and which people to meet there. Also included is a list of all your contact details for booking contact. DO NOT leave home without THIS.

When thinking about what tour dates you want, select a date that is at least 4 months in advance. This will give you enough time to find the right place and promote the event properly.

When thinking about where to go, not go too far the first time (within 300 miles is close enough) and try to stay near the towns outside the main highways. For example, if you're in Tampa, plot a route to I-75, I-95 or I-4, if you can. This makes travel easier and cheaper. This is only a recommendation. If you feel more adventurous and you have the budget, go anywhere you want.

2) Research sites along the route: The Internet makes it relatively easy, but because of the large number of bands trying to do the same, many reservation agents are a little tired. Furthermore, connect with them, know what date you want to play there, but try to give an alternative date if they are reserved.

Have at least 3 venues in each city on your list. Do not put all your eggs in one place. In addition, once you get a place, still bring the contact information of the other two, because sometimes you can jump in the last minute bills.

What happens if you cancel your show?
This happens. A LOT. But not too bent out of shape over it. You have a contract and you can always take advantage of that. If this happens to you, find a magazine or a local music newspaper and see if you can find a place for a last minute show. If you travel with a PA, to find a place as a place unconventional or college pizza joint improvise a performance.

3) Establish a budget: Step 3 is the management and planning of money. You have to come up with a budget to cover the needs: gas, tolls, food, accommodations, promotions and emergency vehicle.

    * Gas and Tolls: Using Google Maps or MapQuest, try to estimate how much gas money will have to go to concerts. Especially when its your first trip, do not expect to make enough money for gas. Plan ahead.
    * Food and Drink: You need to eat and can not be starving if you expect to rock each night. Make a "per day" plan of spending and don't go hungry. Tip: bring a charcoal grill and pass along to the grocery store every few days. Hot dogs, hamburgers, deli meats and peanut butter and jelly is the food by road. Also, buy a lot of water and have a first aid kit at hand. Do not eat gas station junk food all the time. It will make you fart like crazy.
    * Accommodation: If you can not sleep on the band wagon, I recommend you put aside some money for hostels, hotels or campground fees. Cheap motels can be a quick fix for under $50, but sometimes more is required if you are a part of the city of shit. Hotels.com usually has good last minute offers. Tip: Bring a pillow and a sleeping bag. Sometimes, the places will allow sleeping on the desks of the pool or in the backstage (if available). In addition, new fans might open your home for you. Do not be stupid and save your money. You'll also gain some great tour stories.
    * Promotions: Plan on making at least 5 posters of each concert, a few hundreds of fliers, and sending CDs to local radio stations and promoters. All this costs money to do. Look at MySpace or Facebook advertising online to help create awareness for your band in cities. You can do some fun things with social networking sites and does not cost too much.
    * Emergency: Shit happens. Your truck is broken, it breaks the trailer hitch, Timmy broke his arm while skateboarding ... Have some money in case of an emergency, or at least have a credit card easily accessible.

4) places of Contact: Now begins the hard work. Once you have put together the list of locations, contact them to find out what their booking process is. Many clubs have part-time reservations agents with odd hours. Others just like the contact email address. This is where networking skills and patience need to occur. Create a spreadsheet or a list of each site, track contact information and preferred method. Listen to their rules, and you should be fine. Do not be too aggressive or too annoying, but don't be afraid to follow up. Also, do not choose the sites that show only national touring acts, because they will not book  an unknown group. Start small and build your fanbase and then work upwards.

5) Contracts: After having agreed on a date and conditions of the booking agent, send a page contract, so everything is in writing. The contract can be simple and should include: date of show, the booking agent who booked the program name and contact information, location of the place at the time of booking (if any), other bands on the project bill, ticket costs and structure of payment (if applicable), load in and fix the details of time, and the sound information and contact information for the sound man. If they need by return fax, FedEx Kinko's has a fax you can use. I tell them this is just a formality to protect all parties involved. The booking agent will appreciate that and think you are very professional to do it. It's a business. Remember that.

6) Promotions: This is what the bookers need to hear: "We also have a promotion budget, so the plan ...". Spell out everything that you are going to do and do it in a timely manner. Remember, start promoting the show at least 6 weeks out and really work on your online community. Without this step, even if you pull any people, booking agents not usually rebook. Trust me. This is very important. Also, do not be shy contact magazines, newspapers and radio stations of univeristies. These can be key allies and help lift people. Also, network with people in their destination cities through MySpace. Invite go out and ask them to bring friends.

7) Follow-up: A week before the concert, I recommend that you contact your booking agent to make sure everything is okay. Confirm the load, set the times and the bands on the bill. A week after the show - assuming you did not behave like a jackbag and annoy the staff - contact the booking agent again and try to schedule a follow-up concert.

How often do you visit a particular city?
Good question. As often as possible. But as you grow "tourism circuit, try to beat them up every 2-3 months. This will allow adequate time to follow up and promote the concerts.

Enjoy. Share. Book A Tour!
Jeff

Plan To Book A Tour

Want the world know about your band? Booking a tour is the best way to do it. We will help guide you through the process.

Booking a tour is very similar to booking a local show but there are other factors when planning your tour such as where to perform in a new town, persuading promoters to book you without local press, and money management. Most bands lose money on tour but if you are cleaver and thrifty you can book a tour that will leave you with a little green. Booking a tour is an art form—learn from your peers and resources such as this blog and your will be an expert at booking a tour in no time.

1. Calculate your band’s budget

How are you going to finance the tour? Make sure that everyone in the band is on the same page about this. When you book a tour communication is key.  Have an emergency fund in case your van breaks down or equipment gets stolen. Even if you get guarantees, some promoter along your tour is likely to weasel out of paying you and leave you high and dry for cash.  Don’t rely on your shows for your survival. Calculate the funds you would need to do the entire tour without getting paid and then save up that much money before going. Anything you make will be a plus and you can use it to record once you get home.

2. Plan Your Route

Unless you are filthy rich or extremely well known, shorter distances between shows are best when you book a tour. Try to play as many small towns as possible and don’t overextend yourself to make it to any specific city on a short allotment of time. Long drives will wear your band down and make touring much less pleasurable. Book a tour with the most shows in the shortest distance possible. This will give you more time out in the towns you are playing to actually spread the word about your band. Obviously, you will want to play music in cities where your band is well known or has good press. Make calculated judgments.

3. Pick A Time For Your Tour

Scheduling band practices can be hard—finding a time the whole band can leave town for a few weeks or months is even harder. Agree on dates before you do anything. It is best to start booking a tour at least 3-4 months in advance. Chose a route and know when you want to be in each city. Venues respond best if you ask for very specific dates. There will often be times when a venue says they do not have the date you asked for available but they can do the day before or after. You will need to be a little flexible with your timing but having a solid plan to start from will save many headaches.

3. Do Your Venue Research

Check where comparable bands play their music when touring through the towns you are planning on hitting up. Take advantage of the Internet. Look up the show listings before wasting your time with any venue. If you are an indie pop band and they only book screamo shows then don’t waste your time. Even if you manage to get a show at a mismatched venue fans will be unlikely to find you there. In most towns particular music scenes are attached to specific venues.

4. Book Your Band’s Shows

Setting up shows in other cities is much like booking them in your own town. However, you are less likely to have a draw so you will not be able to ask for the same guarantees you do back home. If you have no fans in a city then you shouldn’t expect to get a guarantee at all when booking a tour in the United States. People are more likely to take chances on booking a band abroad. If you do have some draw in a city it is best to get the show set up with the venue first and then request the guaranty once they are already intent on booking your band. Read successful booking emails before writing yours. The best ones are short and quickly point the booking agent to a place that they can hear your music easily. Bookers get hundreds of booking emails a week and don’t have time to read a long bio before judging your band. If you make it wordy they are likely to be turned off before ever giving your band a chance.

Good luck booking your tour. Bookmark this Book A Tour blog. We add more advice daily.

8 Tour Tips From A Retired DIY PUNK Sage

1. The very first thing you are going to want to do when planning your band’s tour is get a AAA (American Automobile Association) membership. This is very simple to do and costs roughly $85 per year. Included will be cost free towing within 100 miles of the pick-up point. It doesn’t matter if you are driving a $600 piece of shit or your daddy’s range rover—this is going to be worth it to you. If you plan on doing any significant DIY touring in a motor vehicle you WILL run into car troubles at some point.

2. Protect your ears. Sure modern medical technology seems to have a cure for just about anything these days….BUT if you damage your ears there is going to be no way to reverse it. Trust me, hearing loss induced tinnitus blows. If you too much of a wus to wear earplugs in public then make a tough statement by wearing some heavy duty aircraft or gunshooting earmuffs. Noise rocker Vice Cooler (XBXRX/Hawney Troof) has been doing it for years and no one doubts his badness. Plus, if you are going on a true DIY tour you are likely to sleep in some unfortunate and noisy environments. It will be nice to be able to tune everything out.

3. Talk to as many people as possible. People love to hear stories from traveling bands and, if you are gracious, some will likely offer to house and feed you. Listen when you are talking to new folk. You will find out about all sorts of fun local treasures. If your goal in touring is to spread the word about your band, making real personal connections is the best way to do it. Each person you meet is likely to be in some way connected with at least one or two hundred friend and acquaintances. Give them a reason to tell their friends in other cities to come see you play.

4. Don’t just play big cities. Folks in big cities have seen everything and are hard to impress. Play as many small towns as you can. They will appreciate you more.

5. Tour with good people. If someone in your band drives you crazy they are likely to drive the people you encounter on the road crazy too. Don’t risk damaging your band’s reputation. Opt for a reduced lineup if you must to avoid touring with douche bags.

6. Don’t drink and drive. Duh. You don’t want to have to drive half way across the country again in a month and a half to take care of a DUI. Plus…killing your band in a van crash is not going to get you any good press.

7. Don’t drive when tired. Sleep in the van if you must. And never let a stranger drive the van. Even if they seem cool. Trust me on that.

8. Make sure your tour van’s stereo is in good shape and you have plenty of music. Load up with CDs and fill your mp3 player/ipod. There are long stretches of road in the US with nothing but top 40 Country. Forget to bring music and you will have tunes about pickups and highschool prom queens stuck in your head for all eternity.