A worksheet is a document that contains all the key information needed for a specific show on a tour. It acts as a central reference for the artist, band, crew, and sometimes the venue, so everyone knows the plan for the day and how the show will run.

On tour, there are many moving parts - travel, load-ins, soundchecks, performance times, and multiple people involved in making the show happen. A worksheet helps keep everyone organised by putting all of this information in one place. Instead of relying on memory or searching through emails, the touring team can quickly check the worksheet to understand the schedule, venue details, and any important instructions.

For artists and crew, worksheets are important because they reduce confusion, improve communication, and help the day run smoothly. When everyone has access to the same information, it’s easier to stay on schedule, avoid delays, and make sure technical requirements are met before the show begins.

A typical show worksheet will include these key pieces of information:

Basic show details: usually appear at the top of the document, including the date of the show, the city, the venue name, and the address. It may also include venue contact details and the names and phone numbers of key people involved in the event, such as the venue manager, promoter, or production manager.

Schedule information: one of the most important parts of the worksheet. This outlines the timeline for the day, including arrival times, load-in, soundcheck, door times, set times, and curfew. Having a clear schedule helps everyone understand when they need to be ready and ensures the event runs according to the venue’s timeline.

Production and technical information: this may cover stage setup details, soundcheck requirements, equipment being provided by the venue, shared backline arrangements, and any special production elements such as lighting or visuals.

Travel and logistics details: might include parking instructions for the tour vehicle, where to unload gear, and where the band or crew should enter the venue.

Guestlist / door information: may be listed as well, this is particularly important information for the door person on the night.

Download our worksheet template and make it your own to prepare for your next show or tour.