Field notes › A festival advancing timeline that actually works
A festival advancing timeline that actually works
Field notes · October 7, 2026 · 3 min read
Festivals are a different kind of advance. Instead of one venue contact, you're dealing with an artist relations team, a production manager per stage, a backline company, an accreditation office and a hospitality desk, each with its own form and deadline. Miss one and you find out on the day. Here's a timeline that keeps it under control.
As soon as the offer is confirmed
- Read the contract for set length, stage, radius clause, what's provided (backline, hotel, ground transport, catering) and the payment terms.
- Find the artist portal or advance form and the deadlines. Many festivals use an online portal with separate sections for tech, guest list, credentials and travel. Put every deadline in your calendar.
- Note the radius clause next to the date so nobody books a nearby show by accident.
Six to eight weeks out
- Tech: send your stage plot, input list and tech rider. Ask for the stage's production pack: stage dimensions, the console and monitor systems, the backline list, and the changeover time.
- Backline: confirm which backline is shared, what you're bringing and what you're renting. Get exact models in writing.
- Travel: if the festival handles flights, hotels or ground transport, send names (as on passports) and arrival times early. Check whether they cover crew or just the band.
Three to four weeks out
- Credentials: send the list of people needing artist, crew or guest passes. Festivals often cap numbers. Ask what each pass type actually gets you (stage, backstage, hospitality, parking).
- Guest list: know your allocation and the deadline. It's usually earlier than a club show.
- Merch: ask whether the festival sells for you, the merch split, the count-in procedure, and where to deliver stock.
The week of the show
- Reconfirm your stage time, changeover length, check-in time and location.
- Get the artist liaison's phone number and the production manager's for your stage.
- Build the day sheet: arrival, check-in, dressing room or trailer, line check, set time, curfew, settlement, departure.
- Print a few copies of the stage plot and input list. Festival stage managers love paper.
On the day
Check in at the accreditation office first, then find your stage manager. Expect a line check, not a soundcheck. Have everything that can be built off stage built off stage. After the set, settle (if there's anything to settle), count merch and get out of the way of the next act.
Keep it in one place
Every festival's answers end up scattered across emails and portals. Put the confirmed times on that day's day sheet and the contacts in the day's contacts. In TRMNGR, tick Advanced on Production Office → Advance when you're done. The festival advance guide has a full checklist, and the free advance sheet works for festivals too.
Related
- How to advance a festival show
- How to advance a show
- How to make a stage plot
- Stage plot builder
- Advance sheet template
- Input list template
- Stage plot template (printable PDF)