Almost every backline rider includes the phrase "or equivalent." It sounds reasonable: if the exact amp isn't available, bring something like it. In practice, "equivalent" means different things to the artist, the production manager, and the rental company, and the gap between those meanings is where show-day surprises come from. This guide explains how to handle substitutions so everyone agrees before the gear arrives.
Why substitutions happen
Rental companies carry a lot of equipment, but not every model in unlimited quantity. Substitutions come up when:
- The exact model is already booked for the same dates
- The vendor doesn't stock that model at all
- A newer or older version is what's on the shelf
- The request is last minute and options are limited
None of these are a problem in themselves. Substitutions only cause trouble when they're a surprise.
A substitute can even be an upgrade, such as a newer model or a larger cabinet. Even then, check with the player first: a newer keyboard may have a different layout, and a louder amp may not suit a small room. Better on paper isn't always better for the show.
Decide what matters before you ask
The best time to think about substitutions is when you write the rider, not when a quote arrives. Go through the list with the artist or their musical director and sort each item into one of three groups:
- Exact only. The player relies on this specific instrument for its sound, layout, or sounds already programmed into it. No substitute without asking first.
- Close alternatives are fine. Name two or three acceptable models in order of preference.
- Any professional option. The category matters, the model doesn't.
Keyboards are the classic "exact only" item, because players often load their own sounds or depend on a specific layout and feel. Drum kits are often flexible on shells but specific on snare and cymbals. Guitar and bass amps vary: some players are particular, others just need a reliable amp of the right power and type.
Write these groupings into the rider itself. Our guide to writing a backline rider vendors can quote shows the format.
Replace "or equivalent" with something specific
Instead of:
1 × Nord Stage 4 88 or equivalent
write:
1 × Nord Stage 4 88 (exact; player loads own sounds)
Acceptable only if confirmed with the player: Nord Stage 3 88
Instead of:
1 × Fender Twin Reverb or equivalent
write:
1 × Fender Twin Reverb
Acceptable: Fender Deluxe Reverb, Vox AC30
Specific alternatives give the vendor a clear path, and they give you an answer you already agreed with the artist.
Ask vendors to name substitutes in the quote
When you request quotes, ask each vendor to list any substitution in the quote itself, with the model they're offering. A quote that just says "keyboard package" doesn't tell you what will arrive. A quote that says "Nord Stage 3 88 in place of Stage 4" lets you check with the player before you commit.
BacklineScout shows substitutions next to each quote in the comparison, so you can see them at a glance instead of finding them in a PDF.
Compare quotes that offer different gear
When quotes differ in what they offer, don't compare totals first. Compare coverage:
- Which quotes provide everything on the required list exactly?
- Which substitute, and are those substitutes on the artist's acceptable list?
- Which leave items out entirely?
Only then compare cost. A cheaper quote that substitutes the one instrument the artist cares about isn't a saving. For a deeper look at reading quotes, see what drives the cost of a backline rental.
Confirm substitutions in writing
Once you accept a quote with a substitution, confirm it with:
- The artist or musical director, so the player isn't surprised at soundcheck
- The vendor, so the accepted substitute is what gets loaded on the truck
- Your advance notes, so whoever runs the show day knows what to expect
A short message like "Confirmed: Nord Stage 3 88 in place of the Stage 4, approved by the keyboard player" saves a lot of conversation later.
Instrument-specific notes
Some categories deserve extra care:
- Keyboards: check model, key count, and whether the player needs to load sounds. Our keyboard and piano rental guide covers stands, pedals, and power.
- Drums: drummers often accept a different shell kit but care about the snare and cymbals. Many bring their own. See what to specify for drum kits.
- Guitar and bass amps: wattage, speaker configuration, and the difference between a combo and a head-and-cabinet setup matter. See guitar and bass amp rentals.
- DJ equipment: players and mixers have different layouts and features, and DJs who prepare their sets for one setup may not want another.
When nothing comparable is available
Sometimes the exact item and every acceptable alternative are booked. Options at that point:
- Ask other vendors. A different company may have it. Sending the same request to several vendors at once makes this faster.
- Ask the artist what they can bring. A keyboard player may be able to carry a smaller board or a controller.
- Change the plan. Occasionally the arrangement can adapt, but that's the artist's call, not the production's.
If this happens close to the show, our guide to last-minute backline recovery walks through triage.
Substitutions on tour
On a tour with several cities, substitutions multiply. Each city may have different vendors and different stock, and a player who accepted a substitute in one city may not want a different one in the next. A few habits help:
- Keep one master rider with the acceptable alternatives written in, and send the same version to every vendor.
- Track what was accepted where. A short log of each date's actual gear helps the musical director and the backline tech prepare.
- Prefer consistency. If a substitute worked well, ask later vendors whether they can match it, even if the original model is available, so the players aren't adapting to new gear every night.
A quick substitution checklist
Before you sign off on any quote, run through these questions:
- Is every required item covered exactly, or by an alternative the artist already approved?
- Is every substitute named by model in the quote?
- Has the player who uses the gear confirmed the substitute?
- Is the confirmation in writing with both the vendor and the artist's team?
- Does the show-day contact know about the change?
If any answer is no, it's worth a message before you commit rather than a conversation at soundcheck.
Finding gear in Los Angeles
Los Angeles has full-service rental houses and specialists for specific categories, which helps when you need an exact model. Browse keyboard rental in Los Angeles or the full Los Angeles backline directory to see which companies cover what you need.
Frequently asked questions
What does "or equivalent" mean on a rider?
It means a comparable substitute is acceptable, but "comparable" isn't defined. To avoid disagreements, replace it with specific acceptable alternatives for anything the artist cares about.
Should I accept a quote with a substitution?
Only after checking the substitute with the player who'll use it. If it's on the acceptable list you agreed in advance, confirm it in writing with the vendor and the artist.
Which instruments are hardest to substitute?
Keyboards are usually the hardest, because players depend on specific sounds and layouts. Snares, cymbals, and certain amplifiers are also often specific to the player.