Guides › Per diems on tour: how much and how to pay them
Per diems on tour: how much and how to pay them
Updated October 7, 2026 · 3 min read
A per diem is a fixed daily allowance paid to each person on tour to cover meals and small personal costs. It is simple, predictable and fair, which is why almost every tour uses one. Getting the amount and the routine right keeps people fed and keeps the tour manager out of a dozen small conversations about money.
Free templates for this guide
Download and edit these for your own tour. No sign-up, no email required.
Per diem tracker
Log per diems by date and person, mark who signed, and see totals per person with SUMIF formulas.
See the complete free resource library for budgets, riders, checklists and more.
What per diems usually cover
Per diems cover food and drink beyond what the venue provides, plus incidentals like laundry, toiletries and coffee. They usually don’t cover hotels, travel, gear or anything the tour pays for directly. Write down what is and isn’t covered before the tour so nobody is surprised.
How much to pay
There is no standard amount. Tours set it based on:
- Budget: what the tour can actually afford.
- Where you are: big cities and some countries cost more than small towns.
- What venues provide: if most shows include a hot meal or a buyout, the per diem can be lower.
- Level of the tour: a first van tour and a theater tour have very different budgets.
Some tours pay a different rate on show days (when catering is likely) and off days (when it isn’t). Whatever you choose, apply it equally to everyone in the same role.
When and how to pay
Common approaches:
- Daily cash: handed out every morning or at load-in. Easy to understand, but it means carrying more cash.
- Weekly cash or transfer: paid at the start of each week. Less handling, but people must budget the week.
- Up front for a leg: for short runs, paid before departure.
Have each person sign or initial when they receive cash. It takes ten seconds and avoids disputes.
Tracking per diems
Track per diems separately from other expenses. The free per diem tracker below has one row per person per payment, with the daily rate, number of days, and a formula for the amount due, plus columns for paid and signed. It totals per person and for the tour, and the total goes straight into your budget’s per diem line.
Example (EXAMPLE numbers)
| Name | Rate | Days | Amount | Paid |
|---|---|---|---|---|
| Player A | $25 | 7 | $175 | Y |
| Player B | $25 | 7 | $175 | Y |
| Tour manager | $25 | 7 | $175 | N |
Per diems and taxes
How per diems are treated for tax purposes varies by country and by how people are employed. Ask an accountant how your tour should handle them. This guide is not tax advice.
Tips
- Decide the rate before booking, so it is in the budget, not an afterthought.
- Keep per diem cash in its own envelope, separate from merch and settlement cash.
- Announce buyouts and catered meals on the day sheet so people know when they need their per diem.
Example policy (EXAMPLE)
"Per diems are $25 per person per day, paid in cash every Monday for the week ahead. They cover meals not provided by venues, plus personal incidentals. Hotels, travel and band meals on travel days are paid by the tour. Sign the per diem sheet when you receive cash."
Write a short policy like this and share it before the tour.
Common per diem mistakes
- Paying different amounts to people in the same role.
- Mixing per diem cash with merch cash.
- Not recording who received what.
- Changing the rate mid-tour without explaining why.
How TRMNGR helps
TRMNGR doesn’t track per diems, so use the spreadsheet. What TRMNGR does help with is the information that affects per diem spending: the day sheet and notes for each day can say whether there’s catering or a buyout, and the hospitality rider in Day View shows what the venue is providing that night.