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How to settle a show
Updated October 7, 2026 · 3 min read
The settlement is the meeting at the end of the night where the promoter shows you the numbers and pays the band. Done well, it takes fifteen minutes and everyone leaves agreeing. Done badly, money is left on the table. This guide walks through a settlement in the order it usually happens.
Free templates for this guide
Download and edit these for your own tour. No sign-up, no email required.
Show settlement sheet
Box office, show expenses, guarantee, versus and plus-backend deal math, merch split, deposits and balance due, all with formulas.
Cash and deposit log
Track cash in from shows and merch, bank deposits, and running cash on hand.
See the complete free resource library for budgets, riders, checklists and more.
Before the night: know the deal
Settlement starts with the contract. Before show day you should know:
- The deal type: flat guarantee, guarantee versus a percentage, or guarantee plus a back-end percentage.
- The guarantee amount and the artist percentage.
- Which expenses the promoter is allowed to deduct and any caps on them.
- Any deposit already paid.
- Who settles, when and where, and how you will be paid (cash, check, transfer).
Confirm settlement time and method during the advance. See how to advance a show.
Step 1: Box office
Ask for the box office statement: tickets sold at each price, comps, gross ticket revenue, and taxes and fees taken off. Check:
- Tickets sold plus comps doesn’t exceed capacity.
- The comp count matches your guest list plus the venue’s allowance.
- Fees and taxes match what the contract allows.
Gross minus taxes and fees gives net ticket receipts, the base for any percentage deal.
Step 2: Expenses
The promoter lists show expenses: production, advertising, staffing, house costs and so on. Check each line against the contract. Ask for receipts for large items, especially advertising. Expenses above any agreed cap should come out.
Step 3: The deal math
For a flat guarantee, the artist is paid the guarantee. For a percentage deal, take net receipts, subtract approved expenses (and the promoter’s profit, if the contract includes one) to get the split point, and apply the artist percentage. The artist gets the greater of the guarantee or the percentage figure in a "versus" deal, or the guarantee plus the percentage in a "plus" deal. The show deals guide has worked examples.
Step 4: Merch
If the venue sells merch or takes a merch fee, settle merch at the same time: gross sales, the venue’s percentage, and the net due to the artist. See merch settlement.
Step 5: Deductions and payment
From the artist total, subtract any deposit already paid, buyouts or advances. What is left is the settlement due. Agree how it is paid: cash, check or transfer. Count cash in the room. Get a signed copy of the settlement.
Step 6: Record it
Record the final numbers the same night: what was paid, how, and any disputes. Cash goes into your cash log and deposit plan. See cash deposits on tour.
Example (EXAMPLE numbers)
| Line | Amount |
|---|---|
| Tickets sold | 412 |
| Ticket gross | $8,240 |
| Taxes / fees | $620 |
| Net ticket receipts | $7,620 |
| Guarantee | $2,500 |
| Artist % (versus) | 70% of net after expenses |
| Show expenses | $3,900 |
| Artist share | $2,604 (greater than guarantee) |
| Deposit already paid | $1,250 |
| Settlement due | $1,354 |
The template does this math for you, including a deal-type dropdown. Every number here is made up.
Settlement tips
- Bring your own numbers: tickets sold from the day, guest list totals, and the deal.
- Be polite and precise. Questions are normal; arguments rarely help.
- Never sign a settlement you don’t understand. Ask for an explanation or a call with the agent.
- Photograph the signed sheet.
How TRMNGR helps
Every show day in TRMNGR has a settlement built from worksheets: Box Office (capacity, tickets sold, comps, ticket gross, taxes / fees, net ticket receipts), Deal Worksheet (deal type Guarantee, vs % or Guarantee + backend, guarantee, artist %, break even, artist share), Profit Worksheet, Merch Settlement, Show Expenses, Cash Worksheet and Show Payment Worksheet (show cash, advance, DOS check, DOS money transfer, settlement due). You can add custom fields to one show or all shows, and the Global Settlement Template (the gold globe icon at the top right of Settlement) sets the layout for the whole tour. Tickets Sold from Day View carries into the box office, and Tour Totals adds up every show.