A tour budget is one of the most important tools for planning a run of shows. It helps you track expected income and expenses, while also guiding key decisions around routing, staffing and overall risk.

Start by creating an estimated budget. This is where you enter rough projections for all income and costs so you can understand whether the tour is likely to make or lose money.

A helpful rule of thumb when budgeting is to round your income down and round your expenses up. This creates a buffer and helps avoid unexpected financial surprises at the end of the tour.

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Income on a tour can come from several different sources, including:

Guarantee fees

A fixed amount a promoter or venue agrees to pay you regardless of ticket sales.

Ticket splits

A percentage of ticket revenue, or a set amount per ticket sold.

Merchandise sales

Income from selling merchandise such as shirts, vinyl, posters or other items at shows.

Own contribution

Sometimes artists invest their own funds into a tour in order to reach new audiences or support a release.

Performance royalties (APRA AMCOS)

Live performances can generate royalties through organisations like APRA AMCOS. These are usually paid after the tour once setlists are submitted.

Grant funding

Some tours receive support through government or industry grants.

Touring involves a range of travel-related costs that artists need to plan for in advance. Depending on the size and scale of the tour, travel may include flying between cities or driving long distances by car or van. These journeys often come with additional expenses such as flights, extra baggage for instruments and equipment, vehicle hire like cars or vans, fuel for long drives, toll roads, and parking. It’s also common to rely on taxis or rideshare services to get between airports, hotels, rehearsal spaces, and venues. Factoring in these costs early will help ensure the tour runs smoothly and that travel doesn’t become an unexpected financial strain.

Tour expenses may include:

Accommodation and travel

• Hotels, hostels or short-stay accommodation
• Flights
• Petrol
• On-ground

Team costs

• Band or crew wages
• Per diems (daily allowance for meals and small personal expenses)
• FOH (Front of House) sound engineer
• Door staff or venue staff contributions
• Merchandise sellers
• Photographers or videographers
• Lighting operators

Marketing and promotion

• Advertising
• Poster printing
• Digital marketing campaigns

Merchandise

• Manufacturing costs for tour merchandise
• Production
• Backline hire
• Lighting hire
• Props or stage design

Commissions

• Booking agent commission
• Management commission

Tour logistics

• Travel insurance (including domestic tours)
• Phone and internet expenses
• Accounting

International touring costs

• ATA Carnet (for equipment transport)
• International transaction fees
• Foreign taxes
• Visa costs

Contingency

• Unexpected expenses such as flight changes or additional accommodation.

Download the template below to get started.