> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roadcase.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Planning your first tour

> A step-by-step walkthrough of setting up a tour run in Roadcase.

This guide walks you through the full process of planning a tour in Roadcase — from creating your first show to having a complete tour schedule your team can rely on.

## Before you start

Make sure you have:

* A Roadcase account with an [artist set up](https://docs.roadcase.app/quickstart.md)
* Your [team invited](https://docs.roadcase.app/core-concepts/artists-and-teams.md) (at least the people who need to see the schedule)
* Venue information for your confirmed dates (or use Roadcase to build your venue database as you go)

## Step 1: Add your shows

Start by creating a show for each date on your tour.

1. Open the **Calendar**
2. Click **New event** and select **Show**
3. Enter the show details:
   * **Title** — Name the show (e.g., "Spring Tour - Nashville" or just the venue name)
   * **Date and time** — When it happens
   * **Venue** — Search for the venue or create a new one
   * **Confirmed status** — Mark as confirmed or hold depending on booking status
4. Repeat for each date

> [!TIP]
>
> If some dates are still being negotiated, create them as **holds**. You can convert them to confirmed shows later. This keeps your calendar accurate without losing track of pending dates.

## Step 2: Set up venues

As you create shows, you will be building your venue database. For each venue, add as much detail as you have:

* **Address** — Use the venue search to auto-fill from real places worldwide
* **Capacity** — Useful for guest list planning
* **Contacts** — Add the talent buyer, production manager, and box office contact
* **Phone and website** — Quick reference for your team

See [Venues](https://docs.roadcase.app/tour-planning/venues.md) for more on managing venues.

## Step 3: Build show schedules

For each show, add the day-of schedule:

1. Open the show
2. Go to the **Schedule** tab
3. Add items: load-in, soundcheck, doors, opener, headliner, curfew
4. Set times for each item

Having schedules in Roadcase means your entire team can check the day's timeline from the app instead of asking around.

See [Show schedule](https://docs.roadcase.app/show-operations/show-schedule.md) for details.

## Step 4: Track your deals

If you are on a [Pro plan](https://docs.roadcase.app/plans-and-pricing.md), add deal information for each show:

1. Open the show
2. Go to the **Deal** tab
3. Select the deal type and enter the terms
4. Track deposits

This sets you up for easy [settlements](https://docs.roadcase.app/show-operations/settlements.md) after each show.

See [Deals](https://docs.roadcase.app/show-operations/deals.md) for deal type details.

## Step 5: Assign attendance

If you have road crew marked on your team, set attendance for each show:

1. Open the show
2. Go to the **Attendance** tab
3. Mark each road crew member as required, optional, or not attending

This helps with logistics planning — you know exactly how many people are at each stop.

See [Event attendance](https://docs.roadcase.app/show-operations/event-attendance.md) for details.

## Step 6: Create todos for tour prep

Use [todos](https://docs.roadcase.app/productivity/todos.md) to track everything that needs to happen before you hit the road:

* Book hotels for each city
* Arrange ground transportation
* Confirm backline rentals
* Send advances to venues
* Order merch
* Schedule media and promo

Assign each todo to the responsible team member with a due date.

## Step 7: Set up advances

On a Pro plan, create an [advance template](https://docs.roadcase.app/show-operations/advances.md) with your standard tech rider, hospitality rider, and stage plot. Then apply it to each show and share with the venue contacts.

See [Advancing a show](https://docs.roadcase.app/guides/advancing-a-show.md) for the full workflow.

## Step 8: Review the calendar

With all your shows entered, open the calendar in **Month** view to get the full picture. Check for:

* **Gaps** — Are there empty dates that need to be filled or intentionally off?
* **Availability conflicts** — The dashboard warns you if team members have block dates overlapping with shows
* **Schedule completeness** — Does every show have a schedule, deal, and advance?

## You are ready

Your tour is planned in Roadcase. As the dates approach:

* Share show advances with venues
* Monitor guest list requests
* Check the dashboard for action items
* Use the [mobile app](https://docs.roadcase.app/account/mobile-app.md) for on-the-road access


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