What is an Advance? (Advancing a Show)

An advance (also called advancing a show) is the process of confirming every practical detail of a show, from load-in times to hospitality, between the artist's team, the venue and the promoter before show day. It turns the rider and the contract into a plan everyone has agreed. It is not the same as an advance payment, which is a deposit paid ahead of a show.

How advancing a show works

The artist's tour manager or production manager usually contacts the venue or promoter two to four weeks before the show. They work through the details in roughly this order:

  1. Schedule: load-in, sound check, doors, set times and curfew.
  2. Technical: the technical rider, stage plot, backline, power and crew numbers.
  3. Logistics: parking for trucks and the tour bus, hotels and ground transport.
  4. Hospitality: the hospitality rider, dressing rooms and catering times.
  5. Business: guest list allocation, merch arrangements and who handles settlement on the night.

Everything agreed goes onto the day sheet. Festivals advance dozens of acts at once, which is why many manage artist advances in Crescat rather than in email threads.

Advance vs rider

A rider is the artist's list of requirements, attached to the contract. The advance is the conversation that confirms which of those requirements the venue will actually provide, and agrees alternatives for anything it can't.

What to include in an advance sheet

  • Contacts for the tour manager, production manager and venue lead
  • Full day schedule from load-in to load-out
  • Input list, stage plot and backline requirements
  • Vehicle details, parking and access instructions
  • Hospitality, dressing room and catering times
  • Guest list numbers and accreditation
  • Merch arrangements and settlement contact

Frequently asked questions

Who is responsible for advancing a show?

On the artist side, the tour manager or production manager runs the advance. On the venue or festival side, it's usually the production manager, an artist liaison or the promoter's representative. Smaller acts without a tour manager often advance shows themselves or through their agent.

When should you start advancing a show?

Start two to four weeks before the show, and earlier for festivals or productions with complex technical needs. Confirm final details again a few days before the show, because set times, guest lists and travel plans often change late.

What happens if a show isn't advanced?

Problems surface on the day: crew arrive before the venue is open, backline is missing, or the set overruns curfew. These cost time and money and damage relationships between artists, promoters and venues, which is why experienced teams advance every show.

Related terms