Hey, fellow music enthusiasts and road warriors! It’s been a wild ride on the latest tour we handled, and there are a couple of situations that unfolded that I think are worth sharing. Whether you’re an artist, a tour manager, or just someone interested in the behind-the-scenes of touring, these tales might just save your day on the road.

Situation 1: The Vanishing Artist

Picture this: the tour is winding down, the artist is exhausted, and all they want is a nap before one of the final performances of the tour. They check into the hotel, lay their weary head on the pillow, and, naturally, put their phone on silent. Now, you might think that’s all fine and dandy, but what happens when the rest of the crew needs to reach them, and the hotel is playing hide and seek? Like to the point we are calling the hotel more than 20 times within a 45 min period. This also isn’t some small hotel or motel, this is an expensive hotel in a major US city…Yeah I know, unacceptable, but the mission isn’t to complain about the service, it is getting in touch with the artist so he doesn’t miss his set.

Here’s the golden nugget of wisdom we unearthed from this experience: always, and I mean always, get the room number from the artist as soon as they check-in.

It sounds simple, but trust me, when you’re in a pinch, knowing that room number can be a game-changer. It allows you to bypass unresponsive hotel staff and head straight to the artist’s door if need be. So, artists, when you’re handed that key card, make a mental note to share that room number with your team. And, please, keep that phone off silent mode – set multiple alarms if you must. A small battery-operated alarm clock might seem old-school, but it’s a reliable backup that could save everyone a headache.

Then for those who want to know what ended up happening. The promoter was able to get to the hotel and request the room to be called for a wake-up. When I did finally get through to the hotel I was told I could not have the room number but they would be able to ring the room, I also provided the name of the promoter so they could also have permission to request this so there was a team effort for sure going on here. All of this seemed to be happening at the same time so the combo approach woke up the artist and the show was able to go on.

Situation 2: Flight Cancellations and Touring Tetris

Now, let’s talk about the not-so-friendly skies. Flight cancellations are the bane of every traveler’s existence, and when you’re on tour, the stakes are higher. On this particular journey, flights out of a certain city were dropping like flies, leaving us with a conundrum.

But fear not, fellow roadies, for I present to you a three-step magic trick to navigate this mess:

1. Go Online and Explore Options: The internet is your friend. Check if there’s a way to reschedule your flight online. Sometimes airlines offer alternatives or allow you to make changes without the hassle of the airport.

2. Early Bird Gets the Worm: If online solutions are not successful, get yourself to the airport bright and early. Trust me, the early morning hours are your best bet for catching airline staff in a good mood and willing to help, you also beat out on everyone else in your same situation, a lot of this is first come first serve so get there first.

3. Sweet Talk at the Counter: Once you’re at the airport, head straight to the ticket counter. Be polite, explain your situation, and work with the staff to explore all possible options on the same airline. If that fails, don’t be afraid to ask about alternative airlines that might have available flights, it is not always in the airlines best interest to offer this up so you have to make sure to make this suggestion.

Now, here’s the kicker: Avoid Calling Customer Service: Resist the urge to dial that toll-free number just to wait on hold for 30 min up to hours. Trust me, the customer service line won’t offer the same level of assistance you’ll get face-to-face at the airport. Save yourself the frustration and head straight to the counter.

And here’s a bonus tip: if you’re running out of time or have other responsibilities, consider having someone check online options for you while you make your way to the airport. Having a team member or agent assist can be a strategic move, but remember, you, as the actual passenger, hold more sway in negotiations so do not sit back and expect your team to fix it for you.

So, there you have it – two tales from the road that taught us valuable lessons. Touring is an adventure, filled with highs and lows, and it’s crucial to be prepared for the unexpected. Whether it’s a disappearing artist or a sky full of canceled flights, a little foresight and a lot of communication can make all the difference.

Links:

Check Out My Substack – a lot of the same, just there