About to head off on your first tour? Or are you a producer working with a new technician on the road? This handy resource runs through some helpful pieces of advice to remember whilst touring with a production.

Do your research

Most venues have a tech spec available on their websites, so always check their equipment list against your needs as soon as possible. Communicate with your tour booker or producer about what has been agreed in terms of venue staffing, your get-in times and any additional activities such as post-show Q&A's, as well as travel times, accommodation etc. Gather and share as much information as early as possible.

Plan ahead

Get in touch with every venue's technical manager 4-6 weeks before the show to confirm your arrival time, staffing requirements and any other details such as pre-rig, parking, special effects. Attach your tech rider, and include important questions in the body of the email as well. Remember that the information you set to to the programmer or booker may not have been shared. If you don't get a reply, continue following up until you do.

Bring the essentials

If you tape your show cloth down with Gaffer tape, weight your set with stage weights, or need dark green gel for the light in that final scene, then those items are essential parts of your kit and you should tour with them where possible. Keep an eye on your stock of consumables (tape, gel, washing powder).

Let the cast help

If your cast are travelling with you, assign them specific jobs in advance (e.g. supporting with unloading the van, hanging costumes, setting props, doing laundry) that they can do at each venue, so that everyone gets into a routine and you can focus on what you need to do. Remember that they need time to warm-up and prepare themselves for performing, and try to choose tasks that suit individual capabilities.

Return the favour

Having a kettle, some mugs, tea, coffee and milk and stock of basic first aid items can go a long way to making your cast and you feel cared for. Be aware of any medical conditions in the company and store emergency contacts somewhere that are easily accessible.

Assess the situation

When you arrive, let the company and technicians start unloading and have a five minute conversation with the venue's technical manager about your needs and schedule for the day. This helps avoid unpleasant surprises later if everyone knows when you will be taking breaks and when you need their support.

Take charge

Give venue staff specific tasks to do and monitor the team to make sure everyone's time is used efficiently. If you don't need any more help, let the venue team know so that you don't waste anyone's time. Be polite, friendly and as clear as possible with instructions. Say please and thank you (a lot).

Take a break

If you feel yourself getting overwhelmed or tired and realise you haven't left the stage in hours, take a five minute break for some fresh air and a cup of tea so that you can keep your cool and maintain good working relationships.

Communicate with your team

Send regular show reports to your director / producer so that they know how things are going and are forewarned of any potential problems. Always mention anything with a financial or health and safety implication (e.g. the set has a crack, the lead singer isn't feeling well, the costumes are damaged). If anything requires immediate action, pick up the phone and give them a call as soon as possible.

Be a confident and reasonable decision-maker

On the road, you are in charge. If you arrive late due to traffic, there's no pre-rig, only one technician, an artist is feeling poorly or something else has gone wrong, you'll need to take ownership and make decisions to allow the show to continue. Try to keep the team as informed as possible whilst taking the lead for decisions.