How I'm preparing for my first solo tour
How to organize spreadsheets, logistics, and what to splurge on
On February 2nd, I embark on my first solo tour: Eleven shows across eight cities in 20 days. It’s a lot less than what I’m used to—Tess and I did 23-show tours—but touring alone is a whole different beast.
Before I leave, I want to shed light on what it looks like to organize the tour, down to sending certain emails and putting it all in a spreadsheet.
Success on tour comes down to logistics. So, here is how I organize myself:
Make a spreadsheet
This is the spreadsheet that I use. I have one section for each city:
It isn’t beautiful, but it does the job. There’s no need to overcomplicate this. Just track the information that you need—transportation, hotel, and venue. Then, group miscellaneous expenses like food and supplies together.
I always have my credit card statement if I want to be more granular—the point of this is to have a snapshot view of how much I’m spending.
Expense everything
You need a personal credit card and a business credit card. For magic, I use the United Mileage Plus Club Card—which gives me status on United along with lounge access. I think I’m going to do a post soon on maximizing credit card points—but the short answer is, if you’re flying a lot, pick an airline and stick to it.
I will not pay for a checked bag on this tour. I’ll board early, have preferential seats, and every expense (food, flights, hotel, etc) will be a tax write-off that gives me even more airline points in a wonderful positive feedback loop.
While the card is expensive (~$700/year), it will pay for itself in the month of February alone.
Nail your pre-show emails
I’ve previously made the mistake of not communicating my arrival time, only to show up to a locked venue.
My rule is to arrive 90 minutes before doors open. I can set up faster, but I prefer to give myself a massive buffer in case anything goes wrong.
Even though this tour runs until February 20th, I sent each venue an email in mid-January:
Hi, I know this is insanely early, but I want to be organized before the tour begins. I’m planning on arriving at 5:00 PM, and using your screen to run Qlab. Let me know who I should contact upon arrival, and if you need anything else from me!
Once confirmed, I’ll put my arrival time in the spreadsheet, so that I can give it a quick glance and know exactly when and where I need to be.
Use TripIt
TripIt is a free app that keeps your travel organized.
By taking your confirmation email (hotel, plane, train, rental car), and forwarding that to plans@tripit.com, the app automatically organizes your transportation into a timeline. I have a timeline called “Tour,” and I can see everything in one view, even on different airlines and modes of transportation.
This means that I don’t need to remember anything, or sort through various apps and logins. When you are not only the performer and producer, but also the tour manager, you don’t need to waste mental energy on confirmation numbers or gate information. Below, you can see what my TripIt looks like for the first few days of the tour. Notice how it gives my flight number, departure and arrival time, and easily switches between planes and trains.
Make all of your props beforehand
There are a few props in my show that need to be constructed. It is non-negotiable that this gets done before I hit the road. My first week includes eight shows in six days across four cities:
(Click the links to buy tickets. Always be advertising your tour :))
Monday (2/2): Washington, DC
Tuesday (2/3): Two shows in Philly
Wednesday: Off
Thursday (2/5): Boston
Friday (2/6): Two shows in Chicago
Saturday: Two more shows in Chicago
There is no time to source materials and build props. Your only two jobs on the road are performing and resting. Set yourself up to do nothing else.
Figure out what you’re willing to lose money on
I am traveling with a large prop case and a suitcase through cold cities in February. I’m taking Ubers 100% of the time and eating the cost. My job is to show up to each venue warm and rested. I’m not going to navigate Chicago’s outdoor public transportation system in the middle of winter.
Likewise, I booked a first class ticket for a 6 AM flight from Boston to Chicago, because I need to do two shows that night and the ticket wasn’t overly expensive ($350 where it ordinarily might be $900+).
I fly coach 90% of the time, but it’s good to pick your moments to buy back your energy.
Remember that adrenaline will take over
I’ve never run a marathon on more than six hours of sleep. I did my Ironman on about three. On this tour, I’ll arrive in almost every city the day of the show.
Sometimes, life’s hardest endeavors happen at the craziest hours. You will be fine. Adrenaline will take over. Buckle up and enjoy the ride.
See you out there! Tickets to all future shows (including Denver and New York) can be found here.