Touring Schedules Uncovered: What You Need to Know to Stay Ahead
Staying on top of your tour schedule is crucial for a smooth experience on the road. In this blog, we'll cover how to get updates, interpret them, and stay organized.
We'll discuss three main ways you’ll receive schedule updates: through an app, the "book of lies," and day sheets. Knowing which one to trust can save you a lot of hassle. Plus, I'll share tips on making the most of your schedule, like identifying travel days, understanding hotel stays, and following the crew’s lead.
By the end, you’ll know how to avoid common pitfalls and make informed decisions to enhance your touring experience.
Read on to become a pro at navigating tour schedules!
How to stay up-to-date
Let's talk about how tour schedules are communicated to you. Typically, there are three ways you’ll get updates about the schedule. The first, and more modern method, is through an app. You’ll likely need to create an account, but it’s free and gives you access to the entire schedule.
The second way, which was more common before apps, is what we call the "book of lies." This is a printed version of the schedule. It's nicknamed this because once it’s printed, any changes can’t be updated, so it’s often inaccurate in some way. These are becoming less common but you might still see them on larger tours.
Lastly, there's the day sheet, which tells you what’s happening each day. This is usually emailed to you. You might also get updates through WhatsApp or text messages.
So, which one should you trust? Generally, go in the order listed above. If you have a day sheet, follow that and disregard the book of lies or app for that day. However, if you receive a WhatsApp message that contradicts the day sheet, go with the WhatsApp message.
When you get multiple messages, it’s okay to question them and verify with others. Usually, if someone sends you a schedule change, you can assume it's legit, even if it hasn’t appeared on the app or day sheet yet.
Keep an eye on crew conversations on your phone. I know it can be tough with all the non-work-related chatter, but it’s important to scan through occasionally for anything relevant. If it’s posted there, you’re expected to know about it, so stay on top of those updates.
Things you can derive from the tour schedule
When you're on tour, your schedule is filled with various types of days: working days, days off, travel days, days on the tour bus, and days in a hotel. Working days and days off are usually clearly labeled in the schedule, and if you’re staying in a hotel, that should be noted too.
However, it’s essential to interpret the schedule correctly. For instance, a day off might be labelled as a travel day. By checking your next destination, you can estimate how long you’ll be traveling. Sometimes, you might spend the whole day on the road, while other times you could arrive in the morning, giving you the rest of the day at the hotel to relax.
Also, if you have a walk away where you are performing a show at the same venue on two or more consecutive days, it's likely you're going to have a hotel for that day and night. Basically, the rule is, if you're staying in one location overnight, you're likely to have a hotel. But as I said, this varies based on the size of the tour.
Technically, travel days are considered days off, even if they involve long journeys. It’s also important to know when you’ll next see the tour bus. Always check your schedule first before asking questions. People will often direct you to the schedule if the answers are already there. However, it’s okay to confirm with your bus driver if needed.
As you get into the rhythm of the tour, you’ll start noticing patterns in how the schedule is structured. Knowing when you'll see the bus next means you don’t have to unload all your stuff if it’s not necessary. Always play it safe with your equipment and essentials. Keep a few tools or important items in your day bag to be prepared for the next few days.
Finally, consider what you’ll do with your passport. Decide whether you'll keep it in your day bag for the entire trip or switch it between your day bag and your main bag as needed.
Sometimes, it’s good to be a Cow
This approach works best for in-the-moment decisions rather than long-term plans. When in doubt, be a cow and just follow what everyone else is doing. If the show finishes and the crew is casual and not packing up the stage, check the schedule again—you’re probably doing another show at the same venue and may have misread it.
If everyone starts packing their bags on the tour bus, take a look at the schedule to see how close you are to the next venue or hotel. They’ve likely checked already and are getting ready to get off. Always have your bag ready before the bus arrives; you’re expected to disembark as quickly as possible.
Check the Schedule: You Might Be Closer to Home Than You Think
It's always a good idea to actually look at the schedule and see where you're going. While you’re not in control of the schedule, and your transport, venues, hotels, and flights are all booked for you, it's helpful to stay informed. You might find that you’re actually quite close to home and could spend the night there, which can be a lifesaver on a long tour.
No one likes feeling left out. Imagine everyone else on the tour bus or at the hotel is heading home because they’re nearby, and you realize you could have done the same, had you got organised. It’s a bit like being the only kid on a school trip who doesn't get a letter from home. So, check the schedule and see if you have the opportunity to pop home.
Personally, I won't go home if it requires a flight for just one day—it’s a lot of effort, and there’s a risk of not making it back in time. But that’s a personal choice. Others might be willing to take that risk. It’s up to you to decide what works best for you.
There you go, you're now ready to tour like a pro!
