Advances

An advance is the standard music industry process of sharing technical and logistical requirements with a venue before a show. Roadcase streamlines this by letting you assemble your riders, stage plots, and documents into an advance package and share it with venue contacts via a secure link.

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How advances work

The advance system has three layers:

1. Advance templates — Reusable collections of riders, stage plots, and documents
2. Show advance — The specific advance attached to a show (often created from a template)
3. Advance sharing — A tokenized link you send to venue contacts

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Advance templates

Templates let you build a standard advance package once and reuse it across shows. A template can include:

• Technical riders
• Hospitality riders
• Stage plots
• Documents (PDF uploads)

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Creating a template

1. Navigate to Advances > Templates
2. Click New template
3. Give it a name (e.g., “Standard club advance” or “Festival advance”)
4. Attach your riders, stage plots, and any documents
5. Save

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Applying a template to a show

When setting up an advance for a show:

1. Open the show and navigate to the Advance tab
2. Click Apply template
3. Select the template
4. The template’s riders, stage plots, and documents are copied to the show’s advance

You can then customize the show-specific advance without affecting the template.

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Show advance items

A show’s advance can include:

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Advance documents

Upload files directly to a show’s advance. Documents are categorized and can include:

• Production schedules
• Load-in instructions
• Parking and access details
• Special requirements

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Sharing an advance

The most powerful part of the advance system is sharing. You can generate a secure link that gives venue contacts access to your advance without needing a Roadcase account.

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How sharing works

1. Open the show’s advance
2. Click Share advance
3. Select which venue contacts should receive it (pulled from the venue’s contact list)
4. Roadcase generates a tokenized link and sends an email to the selected contacts

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What the recipient sees

The shared advance is a public page (no login required) that displays:

• Your tech rider
• Your hospitality rider
• Your stage plot (visual layout and input list)
• Downloadable documents
• Artist logo and show details

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Tracking views

Roadcase tracks engagement on shared advances: This gives you confidence that the venue has actually reviewed your requirements.

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Managing shared links

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Link expiration

Shared advance links automatically expire 7 days after the show date. This ensures your technical information is not accessible indefinitely.

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Workflow

For a step-by-step walkthrough of the full advance process, see Advancing a show.