Advancing

What Is Advancing?

Advancing is the work that happens before a show to make sure everything goes well. It includes phone calls, emails, and texts between the artist and the venue. When done right, no one notices it. The show just works.

When advancing is skipped or done poorly, problems happen. Bands show up to find the wrong equipment. Or there is no place for them to get ready. Or no one knows when the doors should open.

The term comes from “advancing the show.” It means moving the plan forward from the booking to the actual day of the show.

Who Handles Advancing?

For big tours, the road manager or tour manager handles advancing. They contact each venue to confirm details and fix any problems. For smaller artists, the artist, their manager, or their booking agent might do it.

On the venue side, the production manager or talent buyer is usually the contact person. They get the artist’s list of needs. They check what the venue can provide. They also note anything that needs to be rented or bought.

What Gets Covered in Advancing?

Equipment and Technical Needs

The most important part is confirming technical details. This means checking the stage plot, which shows where each person and piece of gear goes. It also means checking the input list, which shows what microphones are needed. The backline needs are also checked. This is what instruments and amps the venue provides versus what the artist brings.

If an artist needs a grand piano but the venue only has a small upright, this needs to be known before the day of the show.

Schedule

Advancing confirms the timeline for the day. This includes when doors open, when the openers play, when the headliner goes on, and when the music must stop. It also covers when to load in, when soundcheck happens, and how load out will work.

Food and Comfort Items

Artists often have a list of food, drinks, and other items they want. This is called a rider. Advancing makes sure these items will be there. If the venue cannot provide something, they can talk about other options.

Tickets and Payment

For some shows, the artist gets paid based on ticket sales. In these cases, advancing may include checking how many tickets have been sold. It also covers how and when the artist will get paid after the show.

When Does Advancing Happen?

Advancing usually starts one to two weeks before the show. Earlier is better for big shows or tours with many stops.

Waiting until the last minute causes problems. Calling the day before or the day of the show does not give the venue enough time. They need time to get equipment, staff, and other items ready.

Some venues reach out to artists first. Others wait for the artist to contact them. Either way, it is up to the artist and their team to make sure everything gets confirmed.