You started your band with the dream that one day, you’d be touring. Now the time has come to hit the road, connect with your fans, and show off the music you’ve been working hard on. But there’s a lot that goes into a successful tour. Where to begin?
Let’s take a look at all the things you need to know to plan a kick-ass music tour.
What Are Music Tours?
A tour is when an artist or group of artists play a series of live shows across a planned route. Tours can span across multiple cities, countries, and even across the globe (rock on, right?).
Depending on the scale of the artist, the tour is planned and managed by a road manager or a tour manager. If you’re a smaller band just getting started, you’ll likely be managing the tour yourself. Here are the top 10 things you need to know to plan a music tour.
10 Things You Need to Plan a Music Tour
There’s a lot to think about when planning a music tour. Make sure nothing falls off your radar with the below steps.
Step #1: Define your objectives and assemble your team.
Whether you’ve got label backing or you’re grinding it out DIY-style, the size of your tour crew will depend on your following—and your funds. If you’re big-time, you’ll have a full squad: tour manager, booking agent, sound techs, videographers, production manager, the whole deal.
But for most bands just hitting the road, you won’t need (or want to pay for) a massive crew. Start with the basics: a tour manager or booking agent can go a long way. Let’s break down what they do—and why having them on your team can be a game-changer.
Tour managers
Your tour manager handles all the gritty details—logistics, finances, and keeping the tour on track. They’re your go-to for dealing with promoters, venues, and anyone else who’ll keep your show running smoothly.
They’ll line up vans and drivers (if you need ‘em), hire any session musicians, sort out your rider, get the gear, and bring in a crew if you’re going big. Plus, they keep a tight grip on the budget—costs pile up fast on tour.
Expect to pay around $125 to $250 a day for their services. Worth every penny to keep the chaos in check.
Book agents
Your booking agent is the mastermind behind your tour schedule. They’re the ones lining up venues, mapping out dates, and working with promoters to land you each gig. A solid booking agent knows how to squeeze max value from every venue.
They’ll lock in support slots with bigger acts, and plan the most cost- and time-efficient routes so you’re not burning cash on the road. Typically, they’ll take about 15% of what you make from each booking.
Step #2: Choose your tour type.
There are a few ways you can go about a tour, including solo touring (for all you one-man or woman bands), band touring, national touring, and international touring. Let’s break it down:
Solo tour vs Band tour
Going solo? Your logistics and costs will be lighter. But if you’re with a band, remember that travel, lodging, and equipment needs multiply—and so does the vibe and energy on stage.
National vs International tour
National tours are easier on the budget and simpler to manage, keeping you close to your base. International tours are a next-level move, often requiring a label or strong backing due to the extra travel, visas, and coordination involved.
Step #3: Decide on ticketing deals.
The most common way to approach selling tickets is to sell them in advance online. However, door deals are a fun addition to the online option and can help you reach those sell-out show goals.
With door deals, you’re keeping things simple: tickets sold at the door mean immediate cash flow, and the venue takes a portion. It’s straightforward but can be unpredictable so use door deals in addition to selling tickets online in advance.
Step #4: Create a detailed budget.
You want to do more than just have a rockin’ show—you want to make money. Here are a couple of ways to do that.
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Charge venues set fees
Ideally, you’ll lock in a set fee per show to cover expenses—but if ticket sales determine your payout (e.g., $50 for every 30 tickets sold), this can still work if you’ve got a strong fanbase in the area. To maximize ticket sales, build hype around the show—buzz is your best friend.
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Sell tickets
We already talked about this in step 3, but make sure you’re selling your tickets ahead of time and at the door to get the most money out of your tour.
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Sell merchandise
Research merch suppliers and get a stash ready before the tour kicks off. Have items available at each show so fans can rep your gear during the gig and after. Stock up on the basics: T-shirts, hoodies, and don’t forget music merch like CDs and LPs.
Pro Tip: Make sure you’ve got enough to last the whole tour!
Step #5: Plan your tour route and logistics.
Logistics might not be the rockstar part of tour planning, but it’s the backbone of any successful tour.
Without solid planning, you risk missing equipment, late arrivals, and busted budgets. Big-name artists split their global tours into “legs” to manage complex travel, but if you’re just starting out, keep it simple.
When routing your tour, try to hit cities that are close together to avoid extra pressure on your travel time. Start local, then build out as your fanbase and resources grow.
Step #6: Plan your meals.
Don’t overlook your food on the road—it’s a major budget factor. Skipping meals to save cash isn’t sustainable. Plan ahead! If you have a tour manager, they could coordinate meals with venues.
Send riders in advance with reasonable requests; most venues are cool with providing food and drinks. Stretch your budget by hitting up grocery stores instead of eating out every day. Stock up on snacks, plan group meals, and make the most of venue hospitality to keep everyone fed and ready to jam.
Step #7: Prepare your setlist.
Now we’re getting to the fun part—planning out your jams. You’ll want to be strategic about what songs you play throughout the tour. It’s a good idea to have a setlist that doesn’t change so your fans can prepare to sing along with you at each show.
Surprising fans with a few new songs each night is a fun way to keep your show feeling fresh and special at each new location.
Pro tip: Do some research to see what fans are listening to most in each city and surprise them with an acoustic version!
Step #8: Develop marketing strategies.
It’s time to spread the word that you’re hitting the road so all your fans show up at your gigs ready to rock!
Create a press release.
Create a press release before each gig to catch the media’s eye and hype up fans. Include tour dates, a bit about your band’s vibe, and your influences. Drop your social media links and contact info so it’s easy for journalists and bloggers to share the word.
Create an EPK.
Your electronic press kit (EPK) is your digital resume. Keep it updated with tour dates and venue info. Send it to venues, media contacts, and potential opening acts for promotion.
Create social media campaigns and partnerships.
Post consistently to build hype. Use your mailing list for early ticket sales, and team up with venues and supporting acts to push the tour on their socials too. The buzz is everything!
Step #9: Book awesome opening acts.
You’ll want to score the best opening act you can get to help increase the appeal for your audience. Look for artists with an established fanbase or reach out to musician friends who want in. It’s a solid way to build industry connections that might lead to future collabs.
If your tour spans multiple regions, consider swapping out local support acts per area—less travel hassle, and more local pull. You could also find a band to join you for the whole tour if that’s something you can swing.
Step #10: Track your performance statistics.
Once you hit the road, it’s time to gather data. Track ticket and merch sales to see what’s working and what isn’t. Capture live footage from your shows—think Taylor Swift’s 1989 Tour videos.
This kind of content gets people hyped and can help you market future gigs. Use it for your EPK, social media, and website updates to keep fans engaged. The more footage you have, the better—you’ll build a visual portfolio that shows the energy of your live performances.
How to Plan a Music Tour: Frequently Asked Questions
How to prepare for a music tour?
Start by finalizing your setlist and rehearsing thoroughly. Plan your logistics, including transportation, accommodations, and equipment. Update your EPK, map out your tour schedule, and lock in venues. Coordinate marketing efforts, such as press releases, social media, and merch setup. Don’t forget to pack essentials, including instruments (seems obvious but you’d be surprised), merch, and personal items.
How to build a music tour?
Building a tour involves selecting your target cities, booking venues, and planning a budget. Decide on your tour type (solo or band, national or international), and choose opening acts. Lock down transportation, accommodations, and marketing strategies. Finally, track your performance stats to measure success.
How long does it take to plan a music tour?
Planning a music tour typically takes 3-6 months, depending on the scale. Small DIY tours may require less time, while larger, multi-city tours need more detailed coordination and advanced bookings.
How to plan a tour as an independent artist?
For an independent artist, start by selecting a route and booking small, local venues. Create a budget, secure transportation, and finalize your setlist. Update your EPK and utilize social media for promotion. Partner with local opening acts and reach out to venues for cross-promotion to build buzz.
Join the Best Record Label in Chicago—Hardstop Records!
Ready to hit the road with your band? Let Hardstop Records handle planning and executing your next tour.
We’re on the lookout for raw talent and fresh sounds. Send us your tracks, links, or whatever you’re working on—we promise we’ll listen. If we vibe with your sound, let’s meet up for coffee (our treat) and talk shop: recording, publishing, and getting your music out there.
If it’s a good fit, we’ll get you signed and set up as a pro artist. Ready to rock? Send us your stuff, and let’s make some noise together!