A living document to capture critical contacts, logistics, and on-the-road details for each tour leg. Fill this in before departure and keep it updated throughout the tour.
Tour Overview
Tour Name: Artist / Band Name: Tour Dates (From – To): Total Cities: Tour Manager: Booking Agent: Emergency Contact (non-touring):
Section 1: City-by-city Reference
City 1: _______________
Date: Venue Name: Venue Address: Venue Contact Name: Venue Phone: Venue Email: Load-in Time: Soundcheck Time: Doors Open: Show Time: Curfew: Promoter Name: Promoter Phone: Promoter Email: Hotel Name: Hotel Address: Hotel Check-in: Hotel Confirmation #: Nearest Hospital / Clinic: Nearest ATM / Bank: Local Transport Arranged: Yes / No Transport Contact: Green Room Notes: Hospitality Rider Confirmed: Yes / No Parking for Van / Tempo Traveller: Yes / No Notes:
[Duplicate this block for each city]
Section 2: Band & Crew Roster
Name Role: ___ Mobile: ___ Emergency Contact: ___ Passport / ID No.: ___ Dietary Notes: ___ Name Role: ___ Mobile: ___ Emergency Contact: ___ Passport / ID No.: ___ Dietary Notes: ___ Name Role: ___ Mobile: ___ Emergency Contact: ___ Passport / ID No.: ___ Dietary Notes: ___ Name Role: ___ Mobile: ___ Emergency Contact: ___ Passport / ID No.: ___ Dietary Notes: ___ Name Role: ___ Mobile: ___ Emergency Contact: ___ Passport / ID No.: ___ Dietary Notes: ___
Section 3: Vehicle & Travel Details
Primary Vehicle: (Tempo Traveller / Van / Individual flights) Vehicle Plate No.: Driver Name: Driver Mobile: Fuel Budget per Day: INR Toll Budget (estimated): INR
Flight Segments (if applicable): Flight Date: ___ Departure: ___ Arrival: ___ Booking Ref: ___ Passenger Names: ___ Flight Date: ___ Departure: ___ Arrival: ___ Booking Ref: ___ Passenger Names: ___
Train Segments (if applicable): Train No. Date: ___ From: ___ To: ___ PNR: ___ Passengers: ___ Train No. Date: ___ From: ___ To: ___ PNR: ___ Passengers: ___
Section 4: Financial Reference
Tour Bank Account: UPI ID for Tour Expenses: Cash Float Carried: INR Per Diem Per Person (Daily Allowance): INR Who Holds the Cash Float: Advance Received from Promoters (Total): INR Balance Due at Show (Total): INR GST Registration No. (if applicable): TDS Certificate Expected: Yes / No
Payment Collection Notes:
- Collect balance before or at load-in — not after the show.
- Request TDS certificate (Section 194C, 1% for individuals/HUF, 2% for companies) from corporate promoters within 30 days.
- Issue GST invoices for fees above INR 20 lakh threshold if registered. Even below threshold, keep all receipts.
Section 5: Equipment Notes
Rented Equipment: Yes / No Rental Company: Rental Contact: Rental Agreement No.: Equipment Pickup Date/Location: Equipment Return Date/Location: Deposit Paid: INR Artist-owned Gear Travelling:
- Item Serial No.: ___ Insured?: ___ Notes: ___
- Item Serial No.: ___ Insured?: ___ Notes: ___
Backline confirmed at each venue: Yes / No / Partial Backline Rider attached: Yes / No
Section 6: Media & Press Contacts
Local Press / Bloggers (city-wise): City Publication / Handle: ___ Contact Name: ___ Email / DM: ___ Interview Confirmed?: ___ City Publication / Handle: ___ Contact Name: ___ Email / DM: ___ Interview Confirmed?: ___
Photography / Videography: Photographer Name: Phone: Deliverables & Timeline: Usage Rights Agreed: Yes / No
Section 7: Merch Notes
Merch Manager on Tour: Yes / No (Name: ___________) Merch Items Carried: Item Units: ___ Unit Cost (INR): ___ Sell Price (INR): ___ Item Units: ___ Unit Cost (INR): ___ Sell Price (INR): ___
Venue Merch Commission Rate: % Merch Revenue Collected (total): INR
Section 8: Post-tour Action Items
- Collect all TDS certificates from promoters
- Issue GST invoices where applicable
- Settle all outstanding advances and balances
- Return rented equipment and collect deposit refund
- Send thank-you emails to all venue contacts and promoters
- Send show recap to booking agent
- Upload photos/videos to shared folder
- Update streaming/social analytics baseline
- Log merch inventory count
- Archive this document with tour name and dates
Document last updated: Updated by:
Free to use · Part of the Indie Music India toolkit · Updated September 2026