Advice to organize a tour

Subject: Advice to organize a tour
From: GUEST,Sacha
Date: 12 Nov 05 - 11:48 AM

Leeneia, in a way, it would be "my" country since part of the tour would include the French West Indies, but I understand what you mean. Also it would be easier if they didn't have to bring a lot of equipment. I talked to a musician a few weeks ago, his brother living here had organized his tour, and he's not a regular agent, just a musician himself. He said 5 gigs covered his expenses, etc...and things like that, it didn't seem to be too difficult. Right now I'm just trying to make as many contacts as I can.

You're all a great help with all the ideas !

Sacha

Subject: RE: Advice to organize a tour
From: Blowzabella
Date: 11 Nov 05 - 11:12 AM

Valid points, leenia, but the impression I got from Sacha's posts was that she wouldn't be necessarily sorting out all the band's travel arrangements - just the performances (difficult enough!). Of course, it is important to try and arrange gigs that follow on sensibly from one to another, so as to minimise travelling.

Subject: RE: Advice to organize a tour
From: GUEST,leeneia
Date: 11 Nov 05 - 10:40 AM

Well, Sacha, I have worked behind the scenes at many a folk concert, bringing bands from Europe to the Midwest. To tell you the truth, you and your friends have bitten off much more than you can chew. Sending new performers from Europe to the Caribbean is too much.

If I wanted to organize tours, I would start by taking a job in the office of an experienced talent agent and learning the business. (It would probably help if I didn't have a whole lot of scruples.)

For example, someone writing above mentioned a performer who had to do a lot of backtracking by air. That was because his agent had made a deal with a certain airline for the cheapest of fares, and getting the cheap fares requires travelling from that airline's hub. That's just one of the many wrinkles of the entertainment business.

Failing that, you should start out by organizing tours right in your own country. Then move to gigs that will involve short air hops nearby. (Why not use a travel agent?) Only when you have a lot of experience should you do something like moving a band from Europe to the Caribbean.

Subject: RE: Advice to organize a tour
From: mg
Date: 11 Nov 05 - 12:30 AM

what about visa and immigration issues/?

Subject: Advice to organize a tour
From: GUEST,Sacha
Date: 10 Nov 05 - 03:47 PM

I really appreciate your posts, it gives me things to think about. Hadn't thought of airline policy on instruments, etc...

They have recorded 5 cds. Yes I use emails to make contacts, also the phone, and I can travel. I'll see what I can do.

Thanks
Sacha

Subject: RE: Advice to organize a tour
From: open mike
Date: 10 Nov 05 - 11:56 AM

is the electricty in the places they are going the same voltage as in the country they are from??!! This might be a very important issue if
they have any thing electric or electronic...will they need adaptors?
In the Caribbean each country has a different currency (money)and there may be different electric current too.

It is important to have a contact person who is available..
we just had problems due to a travelling musician who did
not get messages because he was on the road when the time
came for important decisions or answers there was no response.
Do your friends have a demo recording to send ahead of them to
let the folks know what they sound like? For us radio play is
an essential part of advertising the gig.

if you are contacting venues in the islands, your phone bill
could be gigantic! are you ;able to make contact thru e-mail?

Let us know how this turns out..

and if the instruments and players all survive,
we may all want you to book us to lthe islands
in the winter!!

check into the airline policy on instruments..
some allow you to carry on, others do not..
if the instruments need to fly in the baggage
compartment be sure they have adequate armor!

Subject: RE: Advice to organize a tour
From: wysiwyg
Date: 10 Nov 05 - 11:16 AM

Sacha, the costs open mike and I described would be the BAND's costs for getting to the bookings.

Music: Your Day Job

The posts there are mixed up as to date order, but it started with my post of 08 Jul 02 - 10:50 AM.

...I would do it just for fun, I wouldn't want to charge them for the time spent or phone calls, petrol for the car, etc...

You asked us to share what we have learned, usually the hard way. :~)What some of us experienced oldtimes are trying to tell you is that it probably does seem that way now, but the amount of work and expenses you will incur, on their behalf, are BOUND to make you feel a bit differently as you go along.

And again, I would urge you to write out the agreement you have with them, because if you are going to make arrangments in their name-- which they have to make good to protect their reputation under that name-- it all needs to be very, very clear. You WILL end up negotiating fees. You will NOT get booking folk to agree to phone calls back and forth to check if what you say is OK with the band. You will need to jump on every opportunity even to speak to them-- the honest truth is that they are too busy to care that you are being a good friend. It is a BUSINESS-- if not to you or the band yet, it IS one, very much so, to the people who will book them and present them and pay them. If you want bookers' attention you will have to impress them as a fellow professional, not as an eager amateur. They don't need your help-- the bookers are drowning in people who want to come play at their venue. Their interest is not in the music so much as it is in how easily they can get their job (booking) done, and how reliable the band and its agents will be.

You asked what is involved-- that is what is involved.

~Susan

Subject: Advice to organize a tour
From: GUEST,Sacha
Date: 10 Nov 05 - 07:47 AM

Thanks a lot for your help, I also found some useful information searching "contract" in the filter. (Wysiwyg suggested "day job" but I couldn't find it).

Thanks to all of you
Sacha

Subject: RE: Advice to organize a tour
From: Jess A
Date: 08 Nov 05 - 08:17 AM

if the individual gigs are to provide the PA, make sure your band gives you a technical specification (i.e. what they need in terms of mikes, inputs etc) and pass it on to each individual gig organiser well in advance, and then follow it up to make sure they are actually able to provide everything your band needs - nothing like turning up to find the sound engineer doesn't know what's needed or doesn't have the right kit to cope.

Once the tour starts, make sure all parties concerned have full directions for everywhere they need to go and contact details for each gig organiser in case anything goes wrong en route.

have fun & try not to get too stressed!

Jess

Subject: RE: Advice to organize a tour
From: GUEST,Frug at work
Date: 08 Nov 05 - 08:14 AM

Important to have a rational travel plan.......move from location to location progressively..........remember speaking to a pro performer once whose agent had him doubling back on himself, its costly frustrating and time consuming.......also get hard and fast details on PA's sound equipment etc.........can be very variable.......also check insurance for instruments!!! carry loads of spares including strings machineheads etc also take extension cables and spare fuses for plugs...........ask for details of how gigs will be advertised....send promo stuff posters flyers etc.....very often venues just expect things to happen and need to be cajoled into action.

Frank

Subject: RE: Advice to organize a tour
From: GUEST,Sacha
Date: 08 Nov 05 - 06:50 AM

Reply to Effsee :

Caribbean islands. They would be coming from Europe. We've already figured they need about 5 concerts to cover the travelling costs.

Thanks
Sacha

Subject: RE: Advice to organize a tour
From: Effsee
Date: 07 Nov 05 - 04:32 PM

ALWAYS get a Contract.
Which side of the Pond are you talking about?

Subject: RE: Advice to organize a tour
From: GUEST,Sacha
Date: 07 Nov 05 - 03:57 PM

Thanks to all of you !

GREG, they are not really professionals, they all have part-time jobs, and I'd say the purpose would be : to get themselves better known. So if we could just manage to get some money to cover the costs, it would be fine, plus they might sell cds and t-shirts after each gig, that would be extra money...

GUEST and WYSIWYG and OPEN MIKE, I would do it just for fun, I wouldn't want to charge them for the time spent or phone calls, petrol for the car, etc...

As musicians, what do you expect from the organizer ? I would also like to read about things you experienced that haven't crossed my mind yet.

Sacha

Subject: RE: Advice to organize a tour
From: open mike
Date: 07 Nov 05 - 01:55 PM

remember to figure for travel time
including weather and other delays.
Find out if the gig will include
the band bringing their own sound
system, and if there is hospitality
available in the area...housing,
food, etc. might be arranged by the
presenters. Often arrangements for
payment may be in a flat fee or a
percentage of the "gate" (minus
expenses--printing and postage costs,
expense to purchase ad space in papers,
hall rental and sound system rental
if applicable.) the gate is what is
taken in by ticket sales.

What type , style or genre of music
is played? What is your target audience?

what transportation will the band use?

will the venue require the band to pay
a portion of the proceeds from sales of
their products (recoredings, etc) --often
there is a percentage required.

if you ;are planning to be an "agent" for this band,
you mioght find some disagreeable aspects of this job.

good luck.

laurel from Butte Folk Music Society

Subject: RE: Advice to organize a tour
From: wysiwyg
Date: 07 Nov 05 - 01:37 PM

Sacha,

A written agreement between you and your artist is in order, no matter how close you may be as friends, or someone will be sorry, before long, and the friendship lost.

You will need a press kit and demo CD with 3-6 songs before you start. Most bookers prefer a printed press kit and a tape or CD, as opposed to a website with sound clips, but it's sensible to have both. The demo does not have to be prefessionally produced. They will be looking for what the person sounds like live, not what they can do in a studio with friends playing along.

There have been threads here abot press kits, for details on what to include. Start gathering reviews NOW from current performances, from venue mgmt (prefereable), press (also preferable), or friends who agree to be named (in a pinch). Local community concerts are a way to get reviews, such as a free appearance at a chamber of commerce event, etc. Ask the local paper to cover anything that is happening, for the review.

Be sure the artist gives you all details he needs the venues to cover, and a fee range you can use for negotiating. There should be a contract between artist and each venue, and there are past threads on those, as well.

Try to fish for possible venues without nailing down dates, using the press kit/demo as a mailing... determine the area and the venues in that area, and follow up with phone calls to see if there is general interest. Then try to set an itinerary around that area, getting the most important venues booked first for the Saturdays. From those dates and locations, book the Fridays to fit the artist's convenience to the extent you can. Now you should have a basic route, carzy tho it turns out to be! Then fill in along the route with house concerts and/or smaller venues, and school appearances for daytimes.

Good luck. Remember, it's BUSINESS, not fun, and a lot of it will NOT be fun. Also look for an old thread using the search filter term DAY JOB, for info on how much time the BIZ end of the music biz entails.

~Susan

Subject: RE: Advice to organize a tour
From: GUEST
Date: 07 Nov 05 - 01:28 PM

Once you answer Greg's questions then you need to put together a plan.
to be honest if you are helping friends I suggest you stop now and don't go any further. Call me cynical but if you carry on I bet your friendship gets stretched somewhat.
All the best

Subject: RE: Advice to organize a tour
From: greg stephens
Date: 07 Nov 05 - 01:24 PM

First question, on which rhw abswers to all the other questions will hang. What is the tour for? For the perdormers to make a living? For the performewrs to get themselvesbetter known? Or for the performers to have a good time? These are not mutually exclusive( a good tour should do all three), but we do need to know what the main priority is. Basically, are the musicians professionals, or schoolteachers looking for a bit of fun during those famous long summer holidays? Because the these two categories need very different types of tour.

Subject: Advice to organize a tour
From: GUEST,Sacha
Date: 07 Nov 05 - 12:01 PM

If I was to organize a tour for a group, what are the main points to consider ? What would you suggest ? I'm not in the music business, just trying to help some friends.

Thanks
Sacha