The Ultimate Self-Help Guide for Artist Liaisons

When handling festival bookings, it's so important to support the artists and the festival, connect the details and understand the needs and keep the show rolling.

1. Understand Your Role: Be the Artist’s Anchor

As an Artist Liaison, you’re the go-to contact for everything an artist needs before, during, and after the festival.

• You’re their navigator: From airport pickup to stage call, artists count on you for clarity.
  
  
• You’re their advocate: Ensure their requests are heard, documented, and delivered within reason.
  
  
• You’re their fixer: Solve issues quietly, quickly, and without drama.
  
  

📌 Crescat’s Artist Liaison Tools centralise communications, requests, and itineraries—giving you a command center to coordinate with calm, not chaos.

2. Master the Art of Advancing

Artist advancing is where you turn contracts into reality.

• Start early: Begin advancing at least 6–8 weeks out, especially for international acts.
  
  
• Use structured forms: Collect info like backline needs, arrival times, dietary requirements, rooming preferences.
  
  
• Confirm everything twice: No detail is too small when it involves logistics, riders, or visas.
  
  

📌 Crescat’s Advances feature lets artists submit their own rider and travel details into a structured form that syncs directly with your festival’s database—eliminating scattered PDFs and last-minute surprises.

3. Build and Share Detailed Artist Itineraries

Every artist should arrive knowing exactly where to be, when, and with whom.

• Create custom itineraries: Include airport transfers, hotel check-ins, tech checks, soundchecks, meal times, show times.
  
  
• Bundle info smartly: Group info by day and make it mobile-friendly.
  
  
• Use clear contact trees: Artists should know who to call if something goes wrong at 2 a.m.
  
  

📌 Crescat auto-generates artist itineraries based on your festival schedule, travel details, and accommodations—cutting hours of manual formatting while keeping everyone aligned.

4. Coordinate Travel and Accommodations Without Overwhelm

Managing hundreds of bookings is complex—but it doesn’t have to be chaotic.

• Centralise data: Flights, arrival times, hotel bookings, room shares, shuttle manifests.
  
  
• Sync with production: Ensure arrival times align with load-ins, rehearsals, and performances.
  
  
• Plan contingencies: Always expect a delayed flight or lost baggage.
  
  

5. Handle Accreditation Like a Pro

Your artists and their entourages can’t get far without the right passes.

• Track accreditation types: Artists, tour managers, photographers, plus-ones.
  
  
• Limit access appropriately: Not every wristband is all-access.
  
  
• Distribute efficiently: Have a streamlined plan for pickup—no long queues, no confusion.
  
  

📌 Crescat allows you to link accreditation to each artist and their entourage in advance—ensuring security, access control, and VIP handling are smooth and consistent.

6. Be Present, But Invisible

During the festival, your job is to anticipate problems before they happen.

• Do regular check-ins: A short “you good?” can solve a lot.
  
  
• Handle requests gracefully: Whether it’s a last-minute espresso or a new guitar cable, stay calm and get creative.
  
  
• Know your team’s limits: Delegate tasks to runners, shuttles, or stage managers when appropriate.
  
  

📌 Crescat equips your entire artist services team with real-time access to schedules, itineraries, and contact info—so you’re never more than a tap away from a solution.

7. Wrap It Up With Style

Once the last act plays, your job isn’t over—it just shifts.

• Send thank-you notes: Artists remember appreciation.
  
  
• Log feedback: Document what worked and what didn’t, both logistically and personally.
  
  
• Prepare for next year: Save notes, rider quirks, and contact updates.
  
  

📌 With Crescat, your entire artist history is preserved—making next year’s advance faster, friendlier, and more personalised.

Final Thoughts

Artist Liaisons are the unseen backbone of a smooth festival experience. You’re the bridge between creativity and logistics, emotions and schedules. It’s a job that demands heart, hustle, and heroic organization.

Crescat doesn’t just streamline artist logistics—it empowers you to build trust, solve problems, and deliver the kind of artist experience that earns rave reviews and repeat bookings.