Roadie Rookie: Preparing for your First Day on Tour

Starting your first tour as a roadie can be both exciting and overwhelming. There’s a lot to think about, from understanding your responsibilities to being prepared for life on the road.

Whether you’re packing your bags, downloading essential apps, or brushing up on industry expectations, preparation is key to making your first day—and the rest of the tour—a success.

This blog covers everything you need to know to get ready for your first tour. It’s a longer read, packed with practical advice and tips, so feel free to pick and choose the sections that are most relevant to you. That said, every section has been included for a reason, so even if you’re short on time, it’s worth skimming through the whole thing. Let’s get started!

Download the Essential Tour Apps

Most tours use apps like MasterTour or TourManager to organize schedules and share essential information. Before your first day, download the app your team is using, create an account, and confirm you’ve been granted access to the tour’s schedule. Make sure the app works offline so you can check details anytime, even without internet. It’s a simple step that will save you time and stress on the road.

Gather and Organize Your Tour Information

Before your first day, take some time to collect all the information you’ve received about the tour so far. Whether it’s emails, WhatsApp messages, or other communications from production or team members, put everything in one easily accessible place. This might include the tour itinerary, contact lists, venue details, or any specific instructions for your role.

Once you’ve organized it, go through it thoroughly. Familiarizing yourself with the details in advance means you’ll feel more prepared, and you’re less likely to miss important updates or instructions when you hit the road.

Organize Your Bags for Tour

Packing smart is all about organization, and on tour, most people rely on a system of two to three bags to keep things simple and efficient. Here’s how to break it down:

The Main Bag

This is your storage bag for everything you don’t need access to on a daily basis. It’s where you’ll keep your spare clothes, tools, and other essentials you won’t need until later in the day or during a day off. If you’re on a tour bus, this bag will likely be stored in the luggage compartment at the back. It’s accessible, but not conveniently so, which is why you won’t want to dig into it regularly.

The Day Bag

This is the bag you’ll have with you during work hours. It should include the items you need for your daily tasks—like tools, safety gear, and personal essentials like your phone, wallet, and maybe some snacks or entertainment. It’s the bag you’ll carry with you at venues, so keep it manageable and organized to avoid frustration.

The Shower Bag

A smaller bag dedicated to your end-of-day routine can be a lifesaver. This bag holds your clothes, wash kit, and anything you need for a quick shower after loadout. It’s great to have this separate because it’s easy to bring into the venue without worrying about its safety, and it keeps you from dragging all your expensive gear into unsecured areas.

The key to this system is separation. By splitting up your belongings, you can keep your valuables safe and reduce the hassle of constantly sorting through everything. It also ensures you have what you need when you need it—whether it’s during load-in, on a break, or winding down at the end of the day. Plan carefully, think about what you truly need, and distribute your items accordingly for a smoother tour experience.

Get Yourself a Handy Notebook

A notebook might seem old-school, but on tour, it can be a lifesaver. Grab a small notebook—something compact—that you can easily carry around. This notebook will become your go-to reference for everything you’ll need at a moment’s notice, especially in those busy first days.

Start by jotting down the key details: names and roles of people you’ll be communicating with regularly, contact information, and any specific tasks or responsibilities assigned to you. If there’s a printout or plan for the setup you’ll be working on, fold it neatly and keep it in the notebook. Having this information on hand saves you from scrambling to recall details while juggling your tasks.

The goal here is simple: take the guesswork out of your day. Use your notebook to capture anything you’re told that you need to remember, from schedules to instructions, so you can focus entirely on your work without worrying about forgetting something important. Label it clearly so it doesn’t get lost in the shuffle, and start organizing it now while you have the time. Trust me, this little notebook will quickly become one of your most valuable tools on tour.

Familiarize Yourself with Your Department and Responsibilities

Before heading out on tour, take some time to really get to grips with what your role will involve. If you’re the set carpenter, for instance, review the stage plan and start thinking about how the equipment might arrive, how the trucks are likely to be packed, and how the build could unfold. While it’s all educated guesswork at this stage—and things will undoubtedly change during rehearsals or on the day—it’s a great way to mentally prepare yourself for what’s to come.

This prep work isn’t just about easing into the job; it’s also a practical step toward ensuring you’re ready. Familiarizing yourself with potential responsibilities can help you identify the tools you’re likely to need on tour. Remember, a little preparation now can make your first days on tour much smoother.

Stocking Up: Tools, Gear, and Personal Essentials

Now that you have a better idea of what your role might entail, it’s time to start buying the tools and equipment you’ll need for the tour. Based on how you think the build will go, consider the tools you’ll rely on daily. Identify the essentials, and don’t forget to think about whether it’s worth having spares. Losing or misplacing a key tool can severely limit what you can do and reflect poorly on your preparation—having a backup can save you from unnecessary stress.

Beyond your work tools, think about what you’ll need for your personal bags. If you know the tour schedule includes downtime at venues, consider items that could make those moments more comfortable, like a foldable hammock or a compact chair. Just make sure to factor in whether these items are practical to bring on tour—will they fit in your luggage? Will you have access to them, and is there a safe place to store them?

Also, consider what you might need to buy now versus what you can pick up later on the road. Don’t leave crucial purchases to chance—some countries may not stock the items you’re used to finding at home. Keep weight in mind, especially if you’ll be flying, as overweight luggage can quickly become a hassle and a cost.

By planning and purchasing ahead, you’ll set yourself up to hit the ground running, fully prepared for whatever the tour throws your way.

Educate Yourself: The Realities of Life on Tour

Touring can be an entirely different world, and preparing yourself for the lifestyle is just as important as packing your bags. The truth is, there’s not a lot of easily accessible information about what life on tour is really like, especially behind the scenes of music shows. But, without blowing my own trumpet too much, I’d recommend giving my other blogs a read—they can give you some valuable insights.

It’s important to know what to expect and what’s acceptable in this unique dynamic. Touring isn’t like working a regular office job, but it’s also not the wild, chaotic party that’s often romanticized from the rock ‘n’ roll days of the '70s and '80s. The stakes are much higher now, with massive budgets and tight schedules requiring an incredible level of skill and professionalism from everyone involved.

The more you can educate yourself about the reality of touring life, the easier it will be to integrate seamlessly into the team. You’ll feel less overwhelmed and better equipped to navigate the challenges and expectations. Do what you can to research, ask questions, and familiarize yourself with the environment before you step into it—every little bit of preparation helps.

Familiarize Yourself with Traveling Abroad

If you’re heading out on a tour that involves traveling abroad, it’s important to get familiar with the logistics, even if you’re not the one booking the flights or organizing the travel arrangements. At the end of the day, you’re responsible for getting yourself on that plane and making it to your destination.

First, find out what the travel arrangements are. Has the tour booked everything for you, or are you expected to handle your own bookings and submit expenses for reimbursement? Knowing this upfront can save a lot of confusion later.

Next, take some time to brush up on the basics of air travel. Double-check what you can and can’t take in your carry-on or checked luggage to avoid any holdups at security. It might sound obvious, but missing a flight because of a simple mistake doesn’t leave the best impression. Even if it’s out of your control, it’s always better to be prepared.

If you’re touring in Europe, make sure you’ve sorted your A1 document to confirm you’re still paying your national insurance contributions while working abroad. This is something the tour may remind you about, but it’s ultimately your responsibility to complete it.

On top of that, ensure your passport is up to date, in good condition, and has enough time left on it to avoid any issues at border control. It’s also a good idea to print out copies of travel documents and bookings just in case. You probably won’t need them, but having backups can be a lifesaver in rare situations.

Finally, always plan to arrive early. Being early means you’re ready for anything—being late just adds unnecessary stress to an already demanding schedule. Touring has enough challenges, so make travel one less thing to worry about.

Plan Ahead: Consider What you Haven't Considered

It’s important to think beyond the obvious and consider what might catch you off guard. Small details can make a big difference in ensuring everything runs smoothly.

Start with your phone. Does your current SIM card work abroad? Does your carrier provide good signal coverage overseas, and are international charges included in your plan? If not, consider getting a new SIM card or a plan that covers the countries you’ll be visiting. Remember, some SIM cards need to be activated in the UK before you travel. And think about your phone itself—is it reliable? If your phone breaks mid-tour, it’ll make life much harder. Make sure it’s in good condition, can handle the apps you’ll need, and has enough storage for all the work you’ll be doing.

Next, think about your payment methods. Does your bank charge extra fees for international transactions? If so, look into travel-friendly cards that allow you to make purchases abroad without additional costs.

Lastly, consider your other equipment. Bags and gear that are fine for occasional use might not hold up to the daily wear and tear of touring. Investing in durable, high-quality bags and equipment now can save you frustration later. Roadies often choose stronger, branded gear not for the aesthetics, but because it lasts under heavy use.

Preparing for your first tour might feel like a lot, but taking the time to get organized now will make your experience so much smoother. From downloading essential apps and packing smart to understanding your role and preparing for life on the road, every small effort helps. Touring is an incredible experience, and being well-prepared ensures you can focus on the job while enjoying the journey. Best of luck.