Last updated on Aug 1, 2024

You're overseeing concert setups in various cities. How can you ensure smooth coordination with local crews?

Coordinating concert setups across various cities can be a complex task, but with the right approach, you can ensure a smooth operation with local crews. Your role is crucial in bridging the gap between touring requirements and local capabilities. Understanding the unique challenges of each venue, communicating effectively, and being prepared for the unexpected are key to a successful concert series. By following these guidelines, you can create an environment where both the touring crew and the local teams work together seamlessly to deliver an unforgettable experience for the audience.

1 Clear Planning

Effective coordination begins with clear, detailed planning. You need to provide comprehensive technical riders and stage plots to the local crews well in advance. These documents should outline every aspect of what's needed, from lighting and sound specifications to stage dimensions and power requirements. Clarify the timeline for load-in, soundcheck, and showtime, and make sure there's a mutual understanding of who's responsible for each task. Anticipate and communicate any special requirements unique to the artist or genre to avoid last-minute scrambles.

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Geovane Bento

Top Voice Linkedin | Sócio e Diretor na LEP Music Brasil | Coolhunter | Estrategista Fonográfico | Membro da Academia do Grammy Latino | Especialista em Diferenciação Profissional | Autor do Livro “Construído Estrelas”.
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Before starting a tour, an artist must understand it's a complex project requiring careful attention to avoid frustrations and losses. It’s essential to evaluate the career through Popularity, Contractors, and Logistics (PCL). Check popularity in target areas, potential partners, and logistical feasibility in terms of cost and time. If results are positive, use the "O.G.A Matrix" (Objectives/Goals/Actions) to develop the plan. Choose viable regions, boost your presence in these areas on social media and Spotify, and monitor your popularity. To enhance your Spotify and attract new contractors, visit the link in the bio.

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2 Open Communication

Maintain open lines of communication with local crews at all times. Use group chats, emails, or dedicated platforms to facilitate real-time updates and quick responses to any questions or issues that may arise. Appoint a liaison who understands the technical and production aspects to ensure that all instructions are clearly interpreted and executed. Regular briefings and debriefings can help address any concerns from either side, fostering a collaborative atmosphere.

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3 Tech Expertise

Ensure that you have at least one member on your team with the technical expertise to oversee the setup and address any equipment-related issues. This person should be familiar with the gear used by the touring party and the local inventory to quickly resolve discrepancies. They must also be capable of training or guiding local technicians on specific setup requirements or custom configurations that the artist needs.

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Marc Emmick

Independent Music and Entertainment Professional, Emcee, Speaker and Author
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Worked for many years as one-half of the husband-wife singing team "Marc and Julie", doing shows at national conventions, often writing, recording and performing original theme songs for companies and organizations like United Way. That led to a job in Dallas with a four person operation booking and producing name acts for national conventions and corporate events that was so successful it literally changed the way that whole industry works! The CEO and I did most of the marketing for new clients with our secretary/office manager following up on all the paperwork and our onsite producer nailing down the million and one details required with name acts and their shows! For multiple bookings, the CEO and I could also do on-site duties as well!

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4 Cultural Sensitivity

Be culturally sensitive and aware of local norms and practices. This includes understanding work ethic variations, language barriers, and respecting local customs. Tailoring your approach to each city can go a long way in building rapport with the local crew. When possible, learn basic phrases in the local language to show respect and improve communication.

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5 Risk Management

Implement risk management strategies to handle unexpected challenges. This means having contingency plans for equipment failure, weather conditions, or other unforeseen events. Ensure that there is a clear chain of command for decision-making during crises and that all team members know their emergency roles. Regularly review safety protocols with both your crew and local teams.

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6 Trust Building

Lastly, invest time in building trust with local crews. Show appreciation for their expertise and hard work. When crews feel valued and part of the team, they're more likely to go above and beyond to ensure the success of the event. Encourage feedback and be open to suggestions from local technicians, as they have valuable insights into their venues and equipment.

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You're overseeing concert setups in various cities. How can you ensure smooth coordination with local crews?

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1 Clear Planning

2 Open Communication

3 Tech Expertise

4 Cultural Sensitivity

5 Risk Management

6 Trust Building

Music Industry

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