Publicity and Promotion: What is an advance document?
As you’re finalizing details for a show with the talent buyer, be sure you post information about the performance to an advance document. Your advance document should have the following information:
Date of Show
Date show was booked and with whom:
Name of band
Name and address of venue
Venue Phone number
Send posters to: (some clubs prefer you send posters to a PO Box, or the buyer may have you send directly to her)
Booking contact (the person with whom you booked the show)
Booking contact’s cell phone number and email address:
Hours of operation (night/day-both)
Manager on duty day of show and cell number: (the talent buyer may not be on site for your show. Be sure you get this information)
Load in time: (time band needs to be on site)
Load in details:(front entrance, side entrance, stairs, freight elevator)
Parking:(on street, in lot, behind club, paid parking only, garage, load in and park in another location…)
Stage Details: (dimensions and elevation)
Sound Check and sound check end (some venues require sound checks end at a specific time particularly if you’re performing at a bar/restaurant
Sound Tech’s name, phone number and email address: (the venue pays the sound tech. It is your responsibility to contact him with your band’s information and stage plot and input list if required) *BE AWARE, SOUND TECHS ARE PAID BY THE VENUE BUT, LIKE ALL CLUB PERSONEL, IT’S NICE TO TIP THEM FOR DOING A GOOD JOB.
Other Acts start time:
Capacity of venue:
Hospitality: (food-beverage in dressing room, buy out, etc…)
Guarantee: (flat guarantee, flat plus % over production, etc…)
Pick Up: (cash, check, etc) Be sure you understand the mode of payment. It’s really tough to be handed a check when you are low on cash and need to pay the band. If you KNOW you are being paid via check, you can withdraw funds at the beginning of a tour to cover the check. Then deposit the check into your account at your next trip to the bank.
Settlement: Who will you settle with at the end of the night or performance?