After months of planning, it is finally the day of show (DOS)! Here are some tips from an industry pro that has executed over 1,000 worldwide events and has seen it all.
1. Be prepared for show day – bring the advance sheet
When it comes to the show, have everything condensed down into a short advance sheet with all the pertinent information – run of show (ROS), main contacts, production information, security information, etc.
2. Take 20 seconds now to save 15 minutes later – Drop a GPS pin
It seems to happen at every show – the artist team is there but can’t find the entrance or loading dock. Before they arrive, walk to the loading dock or entrance and drop them a GPS pin and send them a text so they have your cell number handy.
3. Think like a tour manager (TM) – what would you like to know if you were in their shoes?
I always tell our clients that the first 10 minutes after an artist arrives will dictate the way the rest of the day will go, so be prepared to welcome them. Walk the space to ensure that the loading dock is clear. Make sure the green room is set with hospitality, Wi-Fi passwords, a simplified schedule, menus, and a contact list(runner, hospitality, security POC, etc). Have your credentials prepared to hand to the TM when they arrive. Consider going the extra step with a welcome card, some information about the city, or even some local delicacies or merchandise that they may enjoy. When you are prepared to receive them at the venue, the TM will know that you are ON IT and the day will be smoother.
4. Remind the artist’s TM about any content restrictions
Never assume that an artist is going to do a “clean show”. Despite being reinforced in the contract and advance sheet, make sure to reiterate any content guidelines to the artist’s TM.
5. Keep the Meet & Greet (M&G) organized
Most artists don’t love doing meet & greets, so make sure you are organized and can move it quickly. It’s often best to have everyone lined up if you are doing step and repeat photos. Depending on the artist’s policy and what was agreed upon, remind your guests that there are no selfies or autographs. Have a dedicated photographer and make sure everyone knows where they can access the photo afterwards. Keep your “VIPs” at the end of the line so that they can get more time with the artist. If you are limited to a certain number of people in the M&G, plan it out ahead of time to make sure you don’t exceed the pre-negotiated number.
*Have any posters for the artist to sign? Leave them in the green room with a sharpie. If you’re personalizing any for the CEO or guest of honor, attach easy-to-read sticky notes on those posters.
6. Have a security meeting to minimize risk
Regardless of the type of event and lack of risk, we always advise the key stakeholders host a security meeting before the doors open to the attendees. Budget a minimum of 15 minutes to bring the head of security, tour manager, and all key operational players together. Run through the schedule, artist movements, individual roles in the event of an emergency, and where everyone will be stationed. The security meeting should be in a quiet space so everyone can hear.
7. The artist is on the stage – don’t let your guard down
I know, you have been planning this event for months and you want to hear your favorite song. This is when some planners tend to lose focus and things go sideways. Remember, you’ll want to stay two steps ahead of everyone else; having a copy of the setlist is an essential part of this.This is especially important if any of the artist’s songs have special guests that come on stage or other unique elements that you or security may need to react to. Make sure that security is ready to escort the artist back to the green room after the show and that your attendees know what is next after the show. If you have a guest speaker or a host, have them accessible and ready to go on right after the performance. Are you providing after show food for the artist? If so, make sure it is ready to be delivered.
8. Be prepared to settle
Depending on what was agreed to in the contracting phase, be prepared to discuss settlement with the TM. If your agreement for payment is NET30, remind the TM and make sure you have the correct payment information for the artist. If payment is due prior to performance, be prepared with the check so you can settle when the TM asks for payment.
9. The show is done – what’s next?
This is when things can get hectic, especially if the meet & greet is after the show. If there is no meet & greet after the show, it’s likely that the artist will want to leave quickly. The production manager(PM) and crew will likely stay around and break down. You will often find yourself fielding a bunch of questions from your guests, so have someone assigned to the artist to make sure they can get out smoothly.
10. Take care of YOU
I put this tip last because as event planners, we all tend to think of everyone else but neglect ourselves on show day. Remember the three cardinal rules –
1. Save your steps when you can.
2. Drink water all day.
3. Build at least three times into your schedule to eat.
Seems simple, right? I have been producing events for 25 years and I still struggle with these three cardinal rules. We all seem to do 30,000 steps on show days, so don’t make unnecessary trips. If you don’t eat or drink water, you will begetting a headache just as the show is starting, which is when you need to be at the top of your game. Make sure to heed this advice and take care of yourself throughout the day so you can finish strong when you are needed most!
Nick DiRoma is a Vice President and Talent Buyer with Degy Entertainment. He has worked with private, corporate, sports, military, and event planner clients booking and producing events for over 25years.
Have a question? – email him at nick@degy.com.