Advances

Share technical requirements and logistics with venues before the show.

An advance is the standard music industry process of sharing technical and logistical requirements with a venue before a show. Roadcase streamlines this by letting you assemble your riders, stage plots, and documents into an advance package and share it with venue contacts via a secure link.

How advances work

The advance system has three layers:

1. Advance templates — Reusable collections of riders, stage plots, and documents
2. Show advance — The specific advance attached to a show (often created from a template)
3. Advance sharing — A tokenized link you send to venue contacts

Advance templates

Templates let you build a standard advance package once and reuse it across shows. A template can include:

• Technical riders
• Hospitality riders
• Stage plots
• Documents (PDF uploads)

Creating a template

1. Navigate to Advances > Templates
2. Click New template
3. Give it a name (e.g., “Standard club advance” or “Festival advance”)
4. Attach your riders, stage plots, and any documents
5. Save

Applying a template to a show

When setting up an advance for a show:

1. Open the show and navigate to the Advance tab
2. Click Apply template
3. Select the template
4. The template’s riders, stage plots, and documents are copied to the show’s advance

You can then customize the show-specific advance without affecting the template.

Show advance items

A show’s advance can include:

Item type	Description
Tech rider	Technical requirements (PA, monitors, backline, power, etc.)
Hospitality rider	Food, beverage, and hospitality requirements
Stage plot	Visual layout of the stage with input channel list
Documents	Any additional files (contracts, parking maps, production schedules)

Advance documents

Upload files directly to a show’s advance. Documents are categorized and can include:

• Production schedules
• Load-in instructions
• Parking and access details
• Special requirements

Sharing an advance

The most powerful part of the advance system is sharing. You can generate a secure link that gives venue contacts access to your advance without needing a Roadcase account.

How sharing works

1. Open the show’s advance
2. Click Share advance
3. Select which venue contacts should receive it (pulled from the venue’s contact list)
4. Roadcase generates a tokenized link and sends an email to the selected contacts

What the recipient sees

The shared advance is a public page (no login required) that displays:

• Your tech rider
• Your hospitality rider
• Your stage plot (visual layout and input list)
• Downloadable documents
• Artist logo and show details

Tracking views

Roadcase tracks engagement on shared advances:

Metric	Description
Page views	How many times the advance page has been viewed
Document downloads	Which documents have been downloaded and when
Viewer info	IP address and user agent of viewers

This gives you confidence that the venue has actually reviewed your requirements.

Managing shared links

Action	Description
Resend	Send the advance email again to the same contacts
Revoke	Disable the shared link so it no longer works
Content change detection	Roadcase flags if you have changed the advance content since it was last shared

Link expiration

Shared advance links automatically expire 7 days after the show date. This ensures your technical information is not accessible indefinitely.

Workflow

For a step-by-step walkthrough of the full advance process, see Advancing a show.