A festival is a finely tuned machine, but nothing grinds the gears to a halt faster than an unhappy artist. Whether it’s a missing drum kit piece, incorrect dietary accommodations, or confusion over hotel shuttles, these "small" details often escalate into major operational disruptions.
In my decade of managing artist administration—from corporate licensing at Bedtracks to on-the-ground Artist Relations at Rifflandia—I’ve learned one truth: Artist satisfaction is an administrative outcome, not a stroke of luck. It is the result of weeks of meticulous "advancing" long before the tour bus pulls up to the gate.
The Art of "The Advance"
"Advancing" is the industry term for the pre-show communication process where every line item of an artist's contract and rider is reviewed and confirmed. For many new festival organizers, this step is often rushed.
"The goal of artist administration is to make the festival invisible. The artist should flow from the airport to the hotel to the stage without ever having to ask 'Where do I go?' or 'Where is my gear?' When we do our job right, they can just focus on the music."
— Ellian Bell, Lead Artist Administration, EONSixLive
The "Island Factor": Logistics in BC
Operating in British Columbia, specifically on Vancouver Island or remote sites like Bamfield, introduces a layer of complexity that standard riders don't account for.
A standard Tech Rider might request a specific vintage Ampeg bass cabinet. In Toronto or Vancouver, you rent it. On the Island, that amp might be a 4-hour round trip away.
- Substitution Negotiation: We identify difficult backline items weeks in advance and negotiate acceptable substitutions with the Tour Manager (TM) to avoid show-day panic.
- Travel Logistics: Ferries get cancelled. Float planes get delayed by fog. Our admin team builds contingency travel plans into every artist itinerary.
Tech vs. Hospitality: Balancing Priorities
While the "green M&Ms" stories dominate headlines, the Tech Rider is where the show lives or dies. A missing specific power drop can stop a show; a missing snack creates a bad mood. We prioritize technical compliance first to ensure the show happens, while maintaining a high standard of hospitality to ensure the artist wants to return.
Why Outsourcing Admin Saves Money
Hiring a dedicated agency for Artist Relations helps festivals avoid "buyouts." When a rider requirement can't be met on-site, the festival often has to pay cash buyouts to the artist. By advancing correctly and sourcing locally through our vendor networks, we often reduce these cash outlays significantly.
FAQ: Artist Relations Management
What is 'advancing' in festival production?
Advancing is the administrative process of contacting artist representatives weeks or months before the show to confirm every technical, logistical, and hospitality detail found in their contract and rider.
How do you handle impossible rider requests in remote locations?
Communication is key. When hosting events in remote BC locations, we negotiate substitutions early during the advancing phase, rather than surprising the artist on show day.
What is the difference between a Tech Rider and a Hospitality Rider?
A Tech Rider details stage requirements (mics, amps, lighting, input lists) essential for the performance. A Hospitality Rider details personal needs (meals, dressing room supplies, travel) essential for artist comfort.
Are you ready to hand off your Artist Administration?
Ensure your talent is happy and your stage is technically sound.
Schedule a Strategy Call