21 tasks, each one witnessed by the sources that watched the job — and behind every one, a prompt you can use tonight.
You usually start by checking email and calendar in Microsoft Outlook for calls, rider deadlines, and arrival times. Then you confirm venue logistics: soundcheck windows, load-in times, and staffing with house crews and caterers.
Afternoon often means meeting artists or managers, inspecting the venue, approving bills or invoices in Excel, and updating event documents in Google Docs. Evenings can be on-site during the show to monitor artist satisfaction and solve last-minute problems.
Learn Microsoft Outlook and Excel first: Outlook for scheduling and communication, Excel for budgets, cost control, and simple invoice tracking. Those two are used every day.
Next, get comfortable with Google Docs for shared itineraries and Marketo or Facebook for event promotion. Microsoft Office basics (Word, PowerPoint) are useful for contracts, proposals, and post-event reports.
Create a simple budget template in Excel that lists line items: venue, travel, catering, tech, artist fees, and contingency (usually 5–10%). Track actuals weekly and flag any line over 10% of its budget.
Review and approve bills against purchase orders or contracts. Keep scanned receipts and vendor invoices in Google Docs or a shared drive so you can match them quickly during reconciliation.
According to the U.S. Bureau of Labor Statistics (BLS), meeting and event planners—similar occupations—had a median wage of $61,160 per year, with about 142,860 employed. The lowest tenth earned $36,830 and the top tenth $101,700.
Pay varies by employer, location, event scale, and experience. Touring jobs sometimes pay per tour or per show; venues and agencies typically offer salaried or hourly pay with benefits.
An artist liaison handles logistics and artist care: travel, riders, dressing rooms, on-site needs, and satisfaction during events. They coordinate with hotels, venues, and suppliers and inspect venues to meet requirements.
A talent agent finds work and negotiates the artist’s contract and long-term deals. A promoter focuses on selling the event and publicity. Liaisons work with both but don’t usually book talent or run marketing campaigns alone.
AI can speed up drafting itineraries, standard emails, rider checklists, and post-event summaries—use it inside Google Docs or an approved company tool. Always proofread; AI can hallucinate dates or numbers.
Never paste sensitive artist contracts, passports, or bank details into public AI tools. Keep personal data in secured systems (company drives, Microsoft Office with access controls) and follow your employer’s privacy rules.
Top practical skills: clear email/phone communication, basic Excel budgeting, and scheduling in Outlook. You need to read contracts, confirm logistics, and solve small problems fast.
Learn by doing: help on small local shows, volunteer at venues, or assist a tour manager. Practice writing short professional emails, build a simple Excel budget, and create a Google Docs rider checklist you can reuse.