Event Scheduling 101: Tips for Show Coordination

August 31, 2025

Hope you're all having a nice long weekend! Today I’m sharing some practical tips on one of the most important parts of live events: show coordination. When it comes to pulling off a successful event, the details are everything. How you organize, document, and stay updated will set the tone for the entire day.

This guide will introduce you to the foundations of building a professional event schedule that keeps everyone aligned from load-in to load-out and helps you feel confident managing the moving pieces of a live show.

  • Choose tools that actually work for you. Whether you’re team Microsoft Office, Google Suite, or another platform altogether, pick something that makes your life easier. If you’re collaborating in real time with others, use tools that allow live updates. If you’re working solo, find a system that keeps everything clean and organized. The right tools help you focus on what matters most: the show.

  • Stay organized because it’s your superpower. Live events have a lot of moving parts: upcoming shows, venue details, artist needs, transportation, hospitality, backline rentals, settlement preferences, and more. A strong event schedule lets you track every step and ensure nothing slips through the cracks.

  • Communication and coordination are everything. Your schedule isn’t just for you, it’s the roadmap for the entire team. Work closely with the headliner’s Tour Manager and production crew to build a solid day-of-show timeline. A well-thought-out schedule keeps technicians, security, and staff in sync. Here are some key elements to consider when building your event timeline:

Venue Access
When the venue opens for essential pre-show activities, such as setting up the production office or artist interviews. This step ensures all departments are prepped before load-in begins.

Load-in Times
This refers to when crew and equipment can start setting up. Timing is everything, coordinating load-in with the venue’s availability and budget is essential to a smooth start. If multiple artists are involved, ensure their gear arrives on time.

Soundchecks
The artist's opportunity to test their equipment and ensure the sound is perfect. Scheduling this early enough allows troubleshooting time before showtime.

Dark Stage/Meal Break
A moment for the crew to rest while the stage is inactive, no setups or rehearsals during this time, providing everyone with much-needed downtime.

VIP Meet & Greet
For events with VIP experiences, this is when select fans or sponsors get exclusive access to meet the artists, typically before the doors open. Close coordination with venue management, security, and box office staff is essential for smooth execution. In some cases, the meet & greet may occur after the show.

Doors Open
When the audience can enter the venue. Ensuring smooth entry is crucial for an organized event experience and effective crowd management.

Set Times & Changeovers
When each performance starts and transitions between acts. Efficient changeovers prevent delays and ensure the show stays on schedule.

Curfew & Load-out
Stay on top of the venue's closing time and local noise ordinances. Once the show ends, load-out begins, organized teardown is just as important as setup.

Bus Call
The scheduled time for the crew and artists to depart after the event concludes. Coordinating bus call ensures everyone is ready to leave promptly, avoiding delays.

  • Don’t forget to enjoy the process. Live events can be intense, but they’re also some of the most rewarding experiences you’ll ever have. If you make a mistake, own it, learn from it, and keep moving forward. Growth comes from how you handle challenges, and every show is an opportunity to get stronger, build trust, and sharpen your skills.

I hope these tips give you a solid starting point for creating your own schedules and running smooth show days. Here’s to building experiences that artists, crews, and fans will never forget. Have an amazing weekend, friends!

A Look at Venues & Event Formats: From Indie Bars to Big Stages

August 18, 2025

So, you want to work in live events? Here’s the truth: no two venues are alike, and no two shows run the same way. What works for a small 100-ticket indie show featuring acoustic acts or a punk band in a local bar will look very different from managing a 1000-capacity venue with a three band bill, multiple load-ins, and a larger crew. Each event has its own rhythm, and learning how to adjust your approach to fit the scale is what makes you stand out as a Promoter Rep.

As a Promoter Rep, your job is to figure out how to keep everything running smoothly between the artist, the venue, and the audience. The more you get to know the little quirks of each venue, the easier it becomes to walk in feeling prepared and confident. Plus, as you scale your career, you'll begin to encounter larger capacity venues and have the opportunity to gain more knowledge (don't worry, you won't begin working as a Promoter Rep in a 5000+ capacity amphitheatre, start small friends). Every space has its own personality, and once you learn how to work with it instead of against it, you will find yourself settling into the role with way less stress.

In this post, we are breaking down what it really takes to handle different types of live events. From concerts to festivals to corporate gigs, each one has its own challenges, and learning how to adapt is what makes you stand out. You will get an inside look at how event formats shape venue requirements, what it means to support artists and crews in different settings, and some practical tips for managing logistics, coordination, and technical needs no matter the space.

1. Venue Types: Small Indie Shows vs Larger Events

Every event comes with its own unique considerations. Small local shows with 100-ticket capacity, featuring acoustic acts or punk bands, tend to be more intimate and hands-on, with fewer moving pieces but still plenty of coordination behind the scenes. Larger events with 1000-capacity audiences, multiple bands, and larger production crews require more complex logistics, timing, and coordination. Understanding the differences between these types of events will help you approach each show with confidence and efficiency.

2. Concerts – The Heartbeat of Live Music

Concerts are the bread and butter of live events, this is what we focus on. They are high energy, fast paced, and detail heavy. Backstage logistics, soundchecks, hospitality, and tech all have to be spot on or else you will feel it immediately. Coordination and communication are everything!

Artist and Crew Satisfaction
A happy crew equals a smooth show. That means getting transportation right, making sure riders are handled, and keeping communication clear. If you do your job well, the artist can focus on their performance, and the fans get the unforgettable night they came for.

Venue Coordination and Timing
Every venue runs differently. Clubs are intimate but often under resourced or have more limitations, arenas are massive and time sensitive, and theaters fall somewhere in between. Your role is to keep things on track. Load ins, soundchecks, and set times do not manage themselves.

3. Festivals – Multi Day Experiences

ChatGPT said: With more artists, more stages, and more moving parts, there’s naturally more potential for things to go off track. At the same time, you’ll work with a larger team and encounter specialized roles. Professionals who are heroes in my mind because they juggle countless tasks, have incredible knowledge, and excel at what they do, like Production Managers and Stage Managers, for example.

Multi Stage Coordination and Crowd Management
At festivals, you’re managing tight schedules across multiple stages, coordinating with several artist teams, handling transportation needs, while keeping artist preferences, crowd flow, and safety in mind. If you have the chance, working at a festival is highly recommended. Starting in a PA role or another entry-level or volunteer position provides a lot of valuable insight. 

Artist and Crew Experience
At festivals, you are the main point of contact for artists and crews who might be jetlagged, running late, or bouncing between multiple shows. Balancing flexibility with structure is the key. 

4. Corporate Events – Occasionally in the Mix

Corporate gigs are not a day-to-day focus for most promoter reps, but you may come across them from time to time. This is especially true if you are a venue representative employed at a specific venue, or if you work for a promoter who also owns venues and has a corporate rental. In these cases, you could be the in-house liaison or rep ensuring the event runs smoothly. Corporate events require polish, timing, and seamless coordination to deliver a high-end experience.

Client Relationships and Tech Precision
Expect everything from speeches to live bands to video presentations, all in the same night. You will need to make sure transitions are seamless, tech is flawless, and the client feels taken care of. The music may be part of the event, but the focus is creating an atmosphere for the brand.

Whether it is a small indie show, a large 1000-capacity event, a sprawling festival, or an occasional corporate rental, the fundamentals stay the same. Your job as a Promoter Rep is to adapt, anticipate needs, and make sure everyone leaves happy, from the artist to the crew to the event producer.

So as you can see, the more versatile you become, the more valuable you will be in this industry (and the more confident you are on the job). While this post gives you a glimpse into different events, it is only scratching the surface. If you want to dive deeper into the role of a promoter rep, check out our free masterclass Backstage Pass, where we cover the role as a whole. And coming September 29th, 2025, our full 10-module course The Art of Live Events goes way more in depth, giving you the tools and strategies to excel at any event, anywhere.

Hope you found a lot of value here. Thanks for reading!

Backstage Etiquette: Best Practices

August 4, 2025

Backstage is its own world: High energy, creativity, and total teamwork all mixed into one. And guess what? No matter what your title is, whether you're an event coordinator, promoter rep, technical director, artist liaison, venue rep, or anything in between, you’re right at the heart of it. There’s a thin line between being a smooth, cool professional and just… well, being in the way like a human traffic cone of sorts. But don’t worry, we’ve got you covered. Follow these tips to help things run smoothly, stay helpful, and keep a professional but relaxed vibe. 

1. Respect Personal Space
Backstage is a private space for artists and crew to stay focused. Unless you're invited, or say, need to set things up before the tour arrives, please stay out of their dressing rooms and private areas. It’s all about keeping the professional boundaries clear and not crowding the space. If you need to talk to an artist, go through their tour manager.

2. Stay Cool, Stay Professional
A chill vibe doesn’t mean you get to slack off. No selfies or random convos unless it’s relevant to your role. Stay professional, even if the atmosphere feels casual.

3. Teamwork Makes the Dream Work
Backstage is all about teamwork (but no, I'm not asking you to become a rigger on show day. Safety first...). Everyone has a role to play, and as part of the hospitality team, your goal is to make sure the artists feel comfortable and supported. If you notice something needs attention (like setting up the dressing room rider or grabbing an extra water bottle), then step in, even if it’s outside your usual tasks. Helping out with the little things shows you’re proactive and invested in the overall experience, and it helps everything run smoothly.

4. Communication Appreciation
Clear communication is essential. From schedule changes to last-minute adjustments, keeping everyone informed is key to making sure things go smoothly. Keep your composure even when things are hectic. The way you communicate will set the tone for the whole team.

5. Stay Calm When Things Go Wrong
Things don’t always go according to plan, whether it's equipment failures, schedule changes, or delays due to things like border issues or transport problems. A lot of it is simply beyond your control. How you handle these situations will determine how smoothly everything continues to run. Be prepared for the unexpected, have a backup plan, and keep in mind that challenges are part of the job. If something slips through the cracks, own up to it and fix it. Staying calm and adaptable will help keep the crew grounded and the atmosphere in check.

6. Dress the Part
Backstage is all about practicality, not a fashion show. Keep your outfit simple, functional, and comfortable... this is not the moment to bust out that that sequined jumpsuit from NYE. Pockets and pants that can hold a radio are a lifesaver (think black jeans with a belt, and a spot to stash your phone since you'll be glued to communication devices, trust me). You'll need to move fast and blend in, so comfortable boots or shoes are a must. Stage blacks are the go-to uniform (and honestly, my goth soul approves, haha). They keep you looking professional, staying low-key, and focused on the job at hand.

7. Mind Your Noise Levels
Sound is everything backstage. Whether it’s a crew member fine-tuning audio or an artist gearing up, unnecessary noise can be distracting.Keep conversations short and focused. Always check in before entering areas that require silence.

8. Anticipate Artist Needs
Hospitality is one of my favorite parts of the job. We all have our areas of expertise… some are into tech, others thrive on transportation logistics, and for the math geniuses, settlement is your happy place. For me, though, I love making people feel at ease, comfortable, and bringing that nurturing touch when they're away from home. That’s why making sure the hospitality rider and areas like the dressing room, green room, or production office are set up perfectly is one of my go-to tasks.
In The Art of Live Events, I go into this in more depth, but there are a couple of extra steps I take when advancing a show to go the extra mile. A backstage pro is always one step ahead, so if you know an artist has a specific drink preference or sound setup request, it’s on you to have it ready before they even ask. Keep a checklist of their preferences (hello, hospitality rider and advance details) so you’re always prepared. It’s the little things that show you’ve got it under control.

9. Keep a Positive Attitude
Say it with me now... MINDSET IS EVERYTHING. Both personally and professionally... trust me, I’ve learned this the hard way at various points in my life haha. Backstage can get wild, and things will inevitably pop up that test your patience. But here’s the thing: your energy is contagious. If you stay positive (I'll even take neutral) and keep your cool, it’ll help the whole team stay grounded. It’s all about leading by example.
So take short breaks when you need them. Hydrate. Eat well. Stay balanced! All of this helps you concentrate and ensures that you’re in the right headspace to handle whatever comes your way. Plus, when you’re calm and focused, it helps everyone else stay on track too.

10. Respect Confidentiality
Backstage, you’ll be privy to a lot of sensitive information like artist schedules, contracts, personal conversations. Keep that info confidential and don't take photos backstage at any point. Trust is the foundation of this space, and you’re a key part of maintaining it, so it's not the time to start taking photos backstage. Keep your phone tucked away unless it’s for work-related reasons. Sure, you’ll get messages about the guest list from the promoter, load-in questions from the support band, or maybe even a message from that person you haven’t talked to since 2013 (huh...funny how that coincidentally happens...), but staying present and focused shows you’re here for the job, not getting sidetracked by personal stuff.

The music industry thrives on respect, passion, collaboration, and detailed execution. Whether you’re an event coordinator, promoter rep, artist liaison, or venue rep, you’re right at the center of it all. Stick to these simple guidelines, and you’ll earn the trust and respect of everyone from the crew, artists, and management alike. 

Music Industry Resume Tips & Networking Advice

July 28, 2025

So you wanna work in live music but your resume looks like a grocery list? No worries friend, we’ve all been there. Whether you’ve got experience or not, there is a way to make your resume stand out.

In this blog post, I’ll walk you through beginner-friendly tips for building a music industry resume and how to actually start connecting with the right people without feeling like you’re cold-DMing your way into oblivion. Let's make your passion for music look polished on paper. Ready? Let’s go:

Did you know that 85% of people working in the music industry report higher job satisfaction compared to other industries? (Music Industry Careers, 2020 if you're curious). Whether you’re dreaming of working festivals, concerts, or full-on tours, getting your foot in the door usually starts with one thing: a solid resume.

But here’s the good news: You don’t need years of experience or backstage connections to get started. Everyone starts somewhere. You can build a beginner-friendly resume that highlights your love for live events and shows that you’re serious about the work, even if you’re just getting started. Let’s walk through how to build a resume that stands out and how to start networking without the cringe.

1. Start With a Clean, Modern Layout

First impressions matter, especially when you’ve got just a few seconds to catch someone’s eye. Keep your resume clean, simple, and easy to read. Use professional fonts like Arial, Calibri, or Helvetica, and don’t be afraid of white space, it makes everything easier on the eyes.

Pro Tip: Grab a template from Canva, Google Docs, or LinkedIn. It’ll save you time and make everything look polished, even if graphic design isn’t your thing.

2. Add a Strong Personal Profile (Totally Optional, but Helpful)

This is your chance to give a little snapshot of who you are and what you’re about. A short personal profile or career objective can go a long way in showing what drives you.

Example: Enthusiastic and dedicated individual passionate about live event production. Seeking entry-level opportunities to gain hands-on experience in festival coordination and concert production. A fast learner with a positive attitude and a team-player mindset.

3. Highlight Any Relevant Experience (Even Volunteer or Part-Time)

If you don’t have professional music experience yet, it's all good my friend. Pull from anything that shows you’re responsible, organized, and ready to be part of a team. Transferrable skills are key here. That could be a part-time job, a volunteer gig, or a school project that involved planning or logistics.

Example:

Production Assistant Intern
Summer Music Festival, City, State
June 2023 – August 2023
• Assisted with stage setup, sound equipment, and lighting for a 3-day music festival
• Coordinated artist needs and kept things running on time
• Got hands-on experience with event production, logistics, and artist relations

Pro Tip: Customer service and team-based roles are gold here. They show you know how to handle pressure and work with all kinds of people, both are crucial in live events.

4. Spotlight Skills That Matter in Live Events

The music industry cares more about what you can do and how you show up than what’s on paper. Add a skills section to your resume that highlights things you’ve picked up, even outside of work.

Skills to consider including:

  • Event Coordination

  • Customer Service & Communication

  • Time Management

  • Problem Solving

  • Technical Knowledge (audio or lighting basics)

  • Social Media Marketing (Instagram, TikTok, etc.)

5. List Any Relevant Education or Training

You don’t need a music degree, but if you’ve taken any courses that relate to events, marketing, production, or music, include them. Online courses absolutely count too.

Example:

Bachelor of Arts in Communications
University of Music City, 2023
Relevant Coursework: Event Planning, Marketing for Musicians, Sound Engineering Basics, etc. 

or 

Courses:
• The Art of Live Events: Concert Collective 
• Event Planning 101: Company Name
• Live Sound Production: Company Name

Pro Tip: Even short courses can give you a leg up and show you're committed to learning.

6. Show Your Passion for Music and Events

This industry runs on passion. If you’ve worked on a side project, started a blog, helped a friend throw a local gig, or created content around music, or if you're a musician yourself then include that too. It tells people you’re in this because you love it.

Example:

Founder, Music Lovers Blog
Created a blog reviewing live performances and highlighting new artists
Managed content creation, ran social media, and built an engaged online community

7. Keep It Short and Sweet

When you’re just starting out, stick to a one-page resume. Focus on what’s most relevant to the role you’re applying for. It’s not about listing everything you’ve ever done, it’s about showing how what you have done connects to live events.

Bonus Tip: Tailor your resume for each job. If you're applying for a street team or volunteer spot at a festival, emphasize teamwork and communication. If you're going for a production assistant gig, focus more on logistics and coordination.

Sample Entry-Level Resume Summary:

[Your Name]
[Your Contact Info: Email, Phone, LinkedIn]

Objective:
Energetic and driven individual eager to build a career in live event production. Looking to apply strong organizational and communication skills from volunteer and part-time roles. Passionate about live music and creating unforgettable experiences.

Experience:
Volunteer Event Coordinator
City Music Festival, City, State
June 2023 – August 2023
• Helped with event setup, crowd management, and artist coordination
• Managed ticketing and answered customer questions throughout the weekend

Skills:

  • Event Coordination & Logistics

  • Customer Service & Communication

  • Social Media Marketing (Instagram, TikTok)

  • Team Collaboration

Building your first resume for the music industry doesn’t have to be intimidating. Keep it simple, focus on your strengths, and let your passion come through. You don’t need to have worked a 50-show tour to prove you’re ready. What matters most is that you show up, stay reliable, and stay open to learning. The industry is always looking for people who bring the right energy. Let your resume and networking opportunities reflect that,  focus on what you do have, lean into your love for live music, and keep putting yourself out there both online and in real life.

And if you're not sure where to start, that’s exactly why I created Concert Collective. We’re here to help you make sense of the behind-the-scenes world of live events with tools that are actually useful. One resume, one show day, or one message at a time. 

-Steph

Make Your Mark: Tips for Promoter Reps

July 20, 2025

So, you want to be the person everyone trusts when the schedule gets tight, the artist wants extra guac, and the venue wifi suddenly forgets how to wifi? You’re in the right place. Being a promoter rep isn’t just about knowing the load-in time or wearing all black. It’s about showing up, being reliable, and becoming the go to for artists, venues, and production crews who need things to just work.

Building your reputation in live events takes effort, confidence, and some good people skills. But don’t worry, we’ve got you. These tips will help you grow your network, build trust, and become the kind of promoter rep others want on speed dial. Let’s make your mark in the industry (without losing your cool... or your laminate).

1. Be Consistently Reliable

One of the quickest ways to build a strong reputation is by being reliable. Show up on time, deliver what you promise, and make sure you're prepared for every show or event you work. Being someone people can count on makes a lasting impression, and it will open the door for more opportunities. Always have a backup plan for things that could go wrong. Whether it’s transportation delays, equipment issues, or a tight schedule. Being prepared and adaptable makes you a natural problem-solver.

2. Nurture Professional Relationships

The music industry thrives on relationships. Whether it’s an artist, venue manager, or production crew member, the connections you build today can lead to future collaborations. Take the time to introduce yourself, listen to others’ needs, and follow up after events with a genuine thank you at the end of the day or email to show your appreciation!

Building relationships with crew members, vendors, and even other reps can lead to valuable partnerships down the road. It takes everyone's knowledge and passion to make a show happen! Respect and appreciate the dedicated, passionate, out of this world amazing folks who you work with. This is not a one person show. You're doing this together!

3. Communicate Clearly and Professionally

Strong communication is key to your success as a promoter rep. Always ensure that your messages are clear, respectful, and concise, whether you’re coordinating with artists, venues, or teams. Misunderstandings can cause delays or issues.

So! Get in the habit of sending regular updates, whether you're advancing a show or working on-site. Keep email threads as clean as possible, nobody needs 82 piecemeal emails flying their way haha. Your level or detail and coordination skills will lead to being on top of things and will help minimize confusion, too.  

4. Take Initiative & Solve Problems

The best promoter reps are those who step up to fix issues without waiting to be asked. If something goes wrong (and trust me, it unfortunately inevitably will), jump in to find a solution and prevent things from spiraling out of control. This proactive attitude will set you apart and show that you can handle pressure with ease. Anticipate potential problems, and think ahead. Get to know each venue you work with, the positives and any quirks or restrictions. The more you can prevent issues before they happen, the smoother the event will run and the calmer you'll be when handling them.

5. Stay Calm Under Pressure

Live events can be chaotic, but keeping your cool under pressure will set you apart from others. When others see that you can remain calm and focused, even in stressful situations, they’ll trust you to handle anything that comes your way.

Lifestyle tip: Practice mindfulness techniques or breathwork to help manage stress. Being a steady, composed presence will help your day, and those around you. A healthy lifestyle will also benefit you here. Things like getting a solid sleep, regular exercise, and healthy eating habits. We know show days are busy and fly by, but make sure you're hydrating (not just a steady flow of caffeine, OK?) and eating regular meals too.

6. Learn from Every Experience

Every show or event is an opportunity to learn something new. Whether you’re reflecting on a smooth show or one that had some bumps, look at what worked and what didn’t. Over time, these lessons will help you improve your skills and build a reputation as someone who consistently delivers.

Keep a journal (we like using show summaries which we go into in The Art of Live Events) of your experiences after each event, noting both successes and challenges. This will help you grow and allow you to offer solutions in future events.

7. Build Your Brand

Being reliable, professional, and passionate is key, but don’t forget about your personal brand. How do you want people to remember you? Are you the go-to rep for club nights, indie bands, or high-energy punk shows? Carving out a lane that feels true to you helps others recognize your strengths. And honestly, when you're working the types of shows you actually enjoy, you naturally show up stronger and more energized. Use platforms like social media or a simple website to highlight your experience, upcoming events, and the skills you bring to the table. Let your brand speak for you, showing off both your personality and your work ethic.

Ready to Build Your Reputation?

By focusing on passion, reliability, professionalism, communication, and problem-solving, you can quickly build a strong reputation in the music industry. Over time, the relationships you nurture and the skills you develop will make you stand out as a promoter rep as well as an industry professional in general.

As always, reach out with any questions! Here to help and support. Have a good day, friends! ✌🏼

An Intro to the Promoter Rep Role

July 13, 2025

Hey, hello friends! 

Steph here. Welcome to our very first blog entry. We think the more free resources the better, right? So let's get into it: 

If you’ve ever wondered how concerts run so smoothly, chances are a Promoter Representative (or “Promoter Rep”) had a big role in making it happen! Think of a promoter rep as the person who connects all the dots, ensuring everything is in place for an unforgettable live show.

What Does a Promoter Rep Do?

As a promoter rep, you’re like the behind-the-scenes problem solver. Your job is to make sure the artist, venue, and promoter are all on the same page, and that the show runs without a hitch. Here’s a snapshot of what a promoter rep typically handles:

  1. Advancing the Show
    Before the event, the promoter rep communicates with both the artist’s team and the venue to go over all the logistics. This includes everything from set times and soundcheck schedules to making sure the artist’s hospitality needs are taken care of.

  2. Show Day Management
    On the day of the concert, you’re the go-to person. You’ll ensure the venue is prepped, equipment is in place, and that the staff and crew are all set for the night. You might also coordinate last-minute adjustments to keep everything running smoothly.

  3. Handling the Finances
     After the show, promoter reps often assist with settling up the finances—this means checking the ticket sales, calculating expenses, and making sure the artist gets paid.

How Do They Work With Artists and Venues?

Promoter reps are the coordinator, the main point of contact between the artist and the venue. Whether it’s ensuring the stage is set properly, or resolving last-minute changes to the schedule, they’re always one step ahead, keeping everyone informed and on track.

& there you have it! Short and sweet for the first blog entry. Let us know if there are specific topics you'd like us to cover: [email protected] or send us a message on Instagram. We're all ears (or I guess, eyes in this case).