Planning your first tour

This guide walks you through the full process of planning a tour in Roadcase — from creating your first show to having a complete tour schedule your team can rely on.

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Before you start

Make sure you have:

• A Roadcase account with an artist set up
• Your team invited (at least the people who need to see the schedule)
• Venue information for your confirmed dates (or use Roadcase to build your venue database as you go)

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Step 1: Add your shows

Start by creating a show for each date on your tour.

1. Open the Calendar
2. Click New event and select Show
3. Enter the show details:
   • Title — Name the show (e.g., “Spring Tour - Nashville” or just the venue name)
   • Date and time — When it happens
   • Venue — Search for the venue or create a new one
   • Confirmed status — Mark as confirmed or hold depending on booking status
4. Repeat for each date

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Step 2: Set up venues

As you create shows, you will be building your venue database. For each venue, add as much detail as you have:

• Address — Use the venue search to auto-fill from real places worldwide
• Capacity — Useful for guest list planning
• Contacts — Add the talent buyer, production manager, and box office contact
• Phone and website — Quick reference for your team

See Venues for more on managing venues.

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Step 3: Build show schedules

For each show, add the day-of schedule:

1. Open the show
2. Go to the Schedule tab
3. Add items: load-in, soundcheck, doors, opener, headliner, curfew
4. Set times for each item

Having schedules in Roadcase means your entire team can check the day’s timeline from the app instead of asking around. See Show schedule for details.

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Step 4: Track your deals

If you are on a Pro plan, add deal information for each show:

1. Open the show
2. Go to the Deal tab
3. Select the deal type and enter the terms
4. Track deposits

This sets you up for easy settlements after each show. See Deals for deal type details.

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Step 5: Assign attendance

If you have road crew marked on your team, set attendance for each show:

1. Open the show
2. Go to the Attendance tab
3. Mark each road crew member as required, optional, or not attending

This helps with logistics planning — you know exactly how many people are at each stop. See Event attendance for details.

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Step 6: Create todos for tour prep

Use todos to track everything that needs to happen before you hit the road:

• Book hotels for each city
• Arrange ground transportation
• Confirm backline rentals
• Send advances to venues
• Order merch
• Schedule media and promo

Assign each todo to the responsible team member with a due date.

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Step 7: Set up advances

On a Pro plan, create an advance template with your standard tech rider, hospitality rider, and stage plot. Then apply it to each show and share with the venue contacts. See Advancing a show for the full workflow.

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Step 8: Review the calendar

With all your shows entered, open the calendar in Month view to get the full picture. Check for:

• Gaps — Are there empty dates that need to be filled or intentionally off?
• Availability conflicts — The dashboard warns you if team members have block dates overlapping with shows
• Schedule completeness — Does every show have a schedule, deal, and advance?

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You are ready

Your tour is planned in Roadcase. As the dates approach:

• Share show advances with venues
• Monitor guest list requests
• Check the dashboard for action items
• Use the mobile app for on-the-road access