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How to make a tour day sheet
Updated October 7, 2026 · 3 min read
A day sheet is the one page that tells everyone on the tour where to be and when. Done well, it answers almost every question before it gets asked. Done badly, the tour manager answers the same five questions all day.
Free templates for this guide
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Day sheet template
A one-page day sheet: venue and address, schedule from access to bus call, hotel, contacts, notes and tomorrow's travel.
Tour itinerary template
One row per day: day type, city, venue, key times, hotel, drive distance and time, and notes.
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What goes on a day sheet
- Date, city, venue and address.
- Day type: show, travel, off or rehearsal.
- Schedule: bus or van call, venue access, load-in, soundcheck, dinner, doors, set times, curfew, load-out, departure.
- Lodging: hotel name, address, phone, confirmation number, check-in and check-out.
- Contacts: venue or DOS contact, promoter rep, production, tour manager.
- Notes: parking, Wi-Fi, showers, laundry, catering or buyout, guest list deadline, merch count time.
- Tomorrow: next city, departure time and drive time.
Step 1: Start from the advance
Everything on the day sheet should come from your advance. Don’t publish times you haven’t confirmed. If something is still pending, mark it TBC.
Step 2: Write the schedule in time order
Use one line per item with a clear time and a short label. Include end times when they matter (soundcheck, curfew). Use your tour’s time format consistently.
Step 3: Add addresses people can tap
Include the full venue and hotel address. On a phone, a tappable address or maps link saves a lot of "where is it?" messages.
Step 4: Add only useful notes
Notes should be short and practical: "Park on the street behind the venue, permit at box office". Skip anything that doesn’t affect someone’s day.
Step 5: Share it the night before
Send the next day’s sheet the night before so everyone can plan sleep and travel. Update everyone if something changes, and say what changed.
Example schedule (EXAMPLE times)
| Time | Item |
|---|---|
| 11:00 | Venue access |
| 13:00 | Load in |
| 16:00 | Soundcheck |
| 18:00 | Dinner (buyout) |
| 19:00 | Doors |
| 21:00 | Headline set |
| 23:00 | Curfew |
| 00:30 | Bus call |
Day sheet tips
- One page. If it doesn’t fit, cut notes.
- Use the same layout every day so people know where to look.
- Put changes at the top in bold.
- Keep an off-day sheet too: hotel, laundry, and the next call time.
Show day vs off day sheets
A show day sheet is busy: schedule, contacts, notes. An off day sheet is short: hotel, laundry options, the next call time and any plans. Both matter. People are more likely to miss tomorrow’s call time after an off day.
Day sheet mistakes
- Times that weren’t confirmed in the advance.
- Missing addresses.
- No hotel or confirmation number.
- Sending it on the morning of the show instead of the night before.
- Changing times without telling anyone.
How TRMNGR helps
In TRMNGR every day has a Day Sheet in Day View: add items with a title, address (or pasted maps link) and start and end times, and they sort by time. The same day shows Notes, Contacts, Lodging and Flights, plus hospitality, tech rider, tickets sold and guest list on show days. Addresses open in the maps app each person chooses in Preferences (Production Office → Profile). Export PDF creates a printable day sheet, and everyone you share the tour with sees the same day on their phone, limited to what you let them view.