Organising gigs and working with your favourite bands is a dream job, but to run them successfully you’ll need more than just great taste in music!
We asked Lou Steaton, Artist Liason at Bath’s legendary live music venue Moles, for a run down of key on-the-day tasks to keep the musicians happy and everything running smoothly.
Download Lou’s Essential Artist Liaison Checklist
Lou has been working at Moles for six years, in a role that encompasses everything from DJing to booking events and graphic design, to looking after every performer who passes through the doors.
Moles is renowned for supporting live music acts, both big and small, and has played host to such greats as The Smiths, Radiohead, Oasis, Eurythmics, Bastille, Mumford & Sons and Ed Sheeran to name but a few. The venue was relaunched in 2015 following a fire.
BEFORE THE EVENT
Rider requests
In the weeks running up to the event, we’ll be in contact with the band/agent/tour manager and receiving all the essential information. Rider can be anything from a few drinks tokens to comprehensive lists with specific requirements and brands.
We try and do our best to accommodate requests within reason and budget. If bands request something a bit silly for a laugh, I usually like to get it for them – it shows we’ve actually paid attention, and that we have a sense of humour, and makes our venue more memorable. For instance, Heck requested a ‘children’s party’, so I gave them balloons and party rings. They loved it!
Access
We will send out advice on where bands can pull up and load out prior to the gig. If your venue has parking restrictions that change after a certain time, be sure to mention this.
We also negotiate green room access with the headlining band – sometimes they are touring with a support whom they won’t mind sharing with, sometimes they want it to themselves. Make sure you know in advance to save any awkward conversations later!
Artist Liaison sheet
When I have all the information I need, I create an Artist Liaison sheet for the event – this is my custom ‘cheat sheet’ with all my essential info and reminders on.
Download Lou’s Essential Artist Liaison Checklist
It includes names of bands and supports, with band member names and space for crew – this is so I know how many wristbands to give out, and so I don’t accidentally give band wristbands to guests or – heaven forbid – someone who has snuck in!
It also includes:
- On-shift manager name
- Sound technician name
- Load-in time – including soundcheck time
- Curfew – including if there is a clubnight afterwards
- Advance ticket sales – out-of-town bands usually like to know this
- Stocktake checklist for in-house rider – any stock that has been taken from the club stock needs to be noted down so it can be written off, this is usually slabs of beer or bottles of spirits
- Buyout information including special dietary requirements – budget per head, how many people, vegetarian/vegan/gluten-free requirements
- Shopping list for rider – I have this on a separate page so I can take it with me to the supermarket
This all goes inside a folder with pens, wristbands, drinks tokens and paper.
You can give bands detailed information about their ticket sales with Eventbrite’s downloadable sales summary report. You can show them how many tickets have been sold, when they sold and even who bought them. Click here to find out how to create and export a sales summary report from your dashboard.
BEFORE LOAD IN
Prepare Green Room
On the day, I’ll visit the supermarket to buy the rider before I head to the venue about an hour or two before the band is due to arrive. I give the Green Room a once over, making sure it is clean, and stock it up with beer, water and the rest of the rider.
I try and make our fridge look like a hotel mini-bar to make a better impression on our artists – little touches like making sure bottles/cans are all facing the same way do make a difference!
If you have any food for the special dietary requirements, make sure these are clearly labelled and separated. The last thing to prepare is drinks tokens for support bands, and make sure the buyout cash is withdrawn and put safely in an envelope.
LOAD IN
Greet artists
When the band arrives, I introduce myself, the sound technician and the manager. If the band has not been paid in advance, I make sure they know who will be paying them.
Everybody gets a wristband and is ticked off my list. Bands have often travelled long distances so it’s vital to let everyone know where the toilet is next! I usually like to put out a jug of iced water for everyone to help themselves to, and if it’s a cold day, I’ll offer tea and coffee.
Flag up restrictions
If, like our venue, you are surrounded by offices you may have restrictions on when soundcheck can begin. Make sure your artists are aware of this if load-in is before this time. Similarly if you have any restrictions for load-out (due to residential neighbours, or following clubnights), make sure these are communicated as well.
AFTER SOUNDCHECK
Security
When everyone is ready, I show the band up to the Green Room. If they need any spare keys or access codes, I make these available, and explain about security.
In Moles, for example, before the general public are let in, bands must use a locked side door to get in and out, but after doors are opened they must use the main venue doors.
Useful information
Show your bands where toilets and taps are, if they are not directly in the Green Room. Now is usually a good time to ask for the guestlist. Finally, I will give bands a map that I have designed specifically for the venue, which lists restaurants, takeaways and shops. On the back cover it also has photos of key staff members with contact information, so bands know who they are looking for and who they can get in touch with if they have any problems or questions.
If you cannot create a similar document at your venue, at the very least provide a map or local guide, and gather some takeaway menus. Out-of-town bands will especially appreciate the information as they don’t have time to wander about looking for what they need.
DOORS OPEN
Videographer
When the doors open I will liaise with our videographer for interviews. Our videographer lives locally so is free to arrive as-and-when, but if you need to organise someone from further away, make sure they are clued in with times.
Our videographer will take about 20 minutes to set up his equipment, interview the bands, and then stay on to record parts of the show.
Hand over
I’m off the hook as soon as doors open. I will hand over to the manager, including my Artist Liaison sheet for reference. It’s designed so it has all the information needed to carry through to the end of the gig, and I can go home and get some dinner!
