Road manager handles details of talent's trip

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Music Biz 101

A road manager or roadie is indispensable to the success of a tour. It is his or her responsibility to make sure that the artists and their gear get to their destination on time. Road managers deal with all of the possible situations that will invariably happen no matter how well planned the tour is. This means acting as the contact person between the presenter and the artist on the road by ensuring that all contractual agreements are met. Financial responsibilities include collecting the final deposit and making payment for all travel-related and other expenses with a final accounting of all funds.

A tour manager should maintain at their immediate disposal a directory of music industry contacts and travel-related resources. A call sheet or production sheet is used with details of the itinerary while on travel status. Preparatory work includes making all the necessary arrangements at least one month in advance. Confirmation of accommodation includes such things as ensuring that the pre-paid hotel accomodation is indeed prepaid and getting it in writing by e-mail or fax. A list of the hotel's amenities and those amenities in the area is valuable information to the group. If rooms are being shared, a list sent in advance speeds hotel check-in time. Confirmation of travel arrangements includes arrival and departure times and contact name and numbers for ground transportation personnel. Travel-related duties will also include securing any official documents such as visas, and health and instrument insurance.

Sound and lighting must not be left to chance and a finalized equipment list with load-in and sound check times is part of the job.

A tour itinerary should be made available to the presenter, management team and tour group at least one week before departure. A checklist of airline tickets, rental equipment and vehicles, instruments and relevant travel documents should be made.

Prior to departure, a telephone call to the presenter should be made to provide a final update verbally.

Upon arrival, the tour manager should introduce him or herself to the presenter and the technical crew with whom he or she will be working. At the venue, the tour manager is responsible for overseeing that the sound and lighting is set up on time and completely, that towels and water are available onstage and backstage, that the hospitality rider is met and a merchandise sales area has been designated and set up.

A comp list of invited guests should also be finalized and provided to the box office staff.

Before the performance a signed agreement and bank deposit receipt should be accessible in order to arrange for final payment in a private area. At the end of the show, settle payment of merchandise sales by checking against the unsold inventory. Last but not least, thank all the technical crew, venue staff and the presenter before leaving.

If the group is not at the stage where a tour manager can be hired, responsibilities can be divided or a designated person can act as the tour manager. Murphy's Law will remind everyone that there are things that can be planned, but not everything goes as planned. At the very least one can try to minimize the bad road trips and save them for a good laugh later. Bon voyage!

This column is for reference and education only. The author assumes no responsibility or liability arising from any outdated information. Ann Brascoupe owns What's Up Promotions, a company specializing in promoting, booking, and managing Aboriginal artists across Canada. She may be reached at abrascoupe@hotmail.com.