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How to make a tour itinerary
Updated October 7, 2026 · 3 min read
A tour itinerary is the master overview of the whole tour: every day, where you are, what happens and where you sleep. Day sheets give the detail for one day; the itinerary shows the shape of the tour.
Free templates for this guide
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Tour itinerary template
One row per day: day type, city, venue, key times, hotel, drive distance and time, and notes.
Day sheet template
A one-page day sheet: venue and address, schedule from access to bus call, hotel, contacts, notes and tomorrow's travel.
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What to include
For each day:
- Date and day of the week.
- Day type: show, travel, off, rehearsal.
- City, venue and address.
- Key times: departure, load-in, doors, set time.
- Travel: drive distance and time, or flight details.
- Hotel name, address and confirmation number.
- Main contact for the day.
Plus a front page with the touring party, emergency contacts, and key people at the agency, management and label.
Step 1: Lay out every date
Start with a row for every calendar day of the tour, including off and travel days. Gaps in the itinerary are where people get confused.
Step 2: Add shows and travel
Enter each confirmed show, then the travel between them. Add drive distances and realistic drive times, including stops.
Step 3: Add hotels
Enter hotel details as you book them. Mark unbooked nights clearly so you can see what is still to do.
Step 4: Add contacts and notes
Add one main contact per day and any important notes (early lobby call, border crossing, time zone change).
Step 5: Distribute and update
Share the itinerary with everyone before the tour and every time it changes. Always say what changed and date the version.
Example (EXAMPLE)
| Date | Type | City | Venue | Drive | Hotel |
|---|---|---|---|---|---|
| Thu Oct 1 | Show | Chicago, IL | Example Hall | Example Inn | |
| Fri Oct 2 | Show | Milwaukee, WI | Example Club | 1.5 h | Example Suites |
| Sat Oct 3 | Travel | Minneapolis, MN | 5.5 h | Example Hotel |
Itinerary tips
- Note time zone changes; they catch everyone.
- Put border crossings in bold with document requirements.
- Keep confirmation numbers in the itinerary; they save calls at the front desk.
Itinerary vs day sheet
The itinerary is the whole tour at a glance, usually one line per day. The day sheet is one day in detail: schedule, contacts, notes. Most tours need both: the itinerary for planning and the day sheet for doing. Keep them consistent by updating the itinerary first and building each day sheet from it.
What to leave out
The itinerary is shared widely, so leave out deal amounts, settlement figures and private personal details. Those belong in the tour manager’s files.
Versioning
Put a version date at the top ("Updated Oct 1"). When you send an update, list what changed. People should never have to compare two versions line by line to find a new hotel.
How TRMNGR helps
In TRMNGR the itinerary is the Calendar: every day with its type (Show, Travel, Off, Rehearsal), city, venue, capacity and address, in a month view with a list of all days below. Each day opens into Day View with the day sheet, notes, contacts, Lodging and Flights. Production Office has Hotels and Flights pages covering the whole tour. You can push the tour days to a TRMNGR calendar in Google Calendar and export the tour to Excel.