A day sheet is the one document the band and crew will actually look at every day of a tour. If it's clear and short, people check it and turn up in the right place at the right time. If it's crowded or late, they ignore it and ask the tour manager instead. This guide covers what a day sheet should include, what to leave out, and when to send it.
What a day sheet is for
The day sheet answers the questions people ask most on the road:
- Where are we today?
- What time do I need to be ready?
- Where are we staying?
- Who do I call if something goes wrong?
It's drawn from the advance sheet and the itinerary, but it isn't either of them. The advance sheet holds everything you confirmed; the itinerary covers the whole tour. The day sheet is a short extract for a single day.
What to include
At the top
- Date and day of the week
- City
- Venue name and address
- Hotel name and address
The schedule
- Lobby call or departure time
- Travel time to the venue
- Load-in
- Soundcheck
- Dinner or catering
- Doors
- Set times for every act
- Curfew
- Load-out and departure
Contacts
- Tour manager
- Venue day-of contact
- Promoter rep
- Driver, if applicable
Notes
- Parking or loading instructions
- Wi-Fi details
- Guest list deadline
- Any press, meet-and-greets, or special events
- Weather, if it matters for outdoor shows
- Anything that's different from the usual routine
What to leave out
The biggest mistake is putting too much on the day sheet. Leave out:
- Full contract details
- Settlement terms and money
- The complete technical rider
- Long venue descriptions
- Information for other days
If someone needs those, they can ask or look at the advance sheet. The day sheet should fit on a single page or a single phone screen without scrolling too far.
Format for phones
Most people will read the day sheet on their phone. Make it easy:
- Put the most important information at the top: today's venue and the first time they need to know
- Use short lines and plenty of headings
- Use a consistent order every day, so people know where to look
- Make addresses tappable if your format allows it
- Avoid tables that don't fit a narrow screen
A plain message or a simple document often works better than a complex layout.
Use the same structure every day
Consistency is what makes a day sheet readable. If the hotel is always in the same place and the schedule always follows the same order, people find what they need in seconds. Change the content, not the structure.
A sample day sheet
THURSDAY, [DATE] — LOS ANGELES
Venue: [Venue name], [address]
Hotel: [Hotel name], [address]
SCHEDULE
10:00 Lobby call
10:30 Depart for venue (30 min)
11:00 Load-in
14:00 Soundcheck
17:30 Dinner (catering backstage)
19:00 Doors
20:00 Support
21:00 [Artist]
22:30 Curfew
23:00 Load-out
CONTACTS
TM: [Name], [phone]
Venue: [Name], [phone]
Promoter: [Name], [phone]
NOTES
- Load in via the rear dock on [street]
- Backline delivery 10:45, [vendor], [contact]
- Guest list closes 17:00
When to send it
- The night before is the most common time. People can plan their morning.
- On days with early starts, send it earlier, ideally before the previous show ends.
- If something changes, send an update straight away, and say clearly what changed.
Mark updated day sheets so nobody works from the old one. "UPDATED: soundcheck now 15:00" at the top is enough.
Where it comes from
The day sheet depends on a good advance. If the venue hasn't confirmed load-in or the backline vendor hasn't confirmed delivery, the day sheet will be guesswork. See how to advance a show and the show advance checklist for what to confirm, and a tour manager's first week for how the day sheet fits with your other documents.
Include vendor deliveries
If backline or other gear is being delivered, put the delivery time and the vendor's contact on the day sheet. Whoever meets the delivery needs to know when and where it's arriving. For more on what to plan, see delivery, pickup, and load-in. In Los Angeles, you can find backline rental companies that deliver to venues across the city.
Different versions for different people
Some tours send different versions of the day sheet:
- Band: schedule, hotel, contacts, and anything they need to do
- Crew: add load-in details, deliveries, and technical notes
- Wider team: management or label staff may want a summary
Keep the structure the same across versions. Only the level of detail changes.
Days off and travel days
Send a day sheet on days off and travel days too. Even if there's no show, people need to know:
- Departure times and travel details
- Hotel information
- Any optional plans or meetings
- Who to contact
A short day sheet on a day off still prevents a lot of questions.
Handling changes during the day
Plans change on show day. Soundcheck runs late, a delivery is delayed, or the set times shift. When that happens:
- Tell people directly first if the change affects them in the next hour
- Send a short update to the group, with only what changed
- Update the day sheet itself, so anyone who checks it later sees the current version
- Keep the old time visible if it helps, for example "Soundcheck: 15:00 (was 14:00)"
Avoid sending a full new day sheet for a single change. A one-line message is quicker to read and easier to act on.
Choosing a tool
Day sheets can be sent in many ways: a group message, an email, a shared document, or a tour management app. The best choice is the one your touring party already checks. If everyone lives in a group chat, send it there. If they rely on email, use email.
Whatever you choose:
- Use the same channel every day
- Make sure everyone who needs it receives it
- Keep a copy of each day sheet, in case questions come up later
Common day sheet mistakes
- Too much information. People stop reading.
- Sending it late. By then, people have already asked you.
- Changing the layout every day. People can't find what they need.
- Not marking updates. Someone works from the old version.
- Missing contacts. When something goes wrong, nobody knows who to call.
Build it from a template
Start each tour with a day sheet template that has every heading in place. Each night, copy the template, fill in the day's details from the advance sheet, and delete any section that doesn't apply. A template keeps the structure consistent and makes it harder to forget something like the curfew or the guest list deadline.
A quick quality check
Before sending, read the day sheet as if you were a band member who knows nothing about the day. Could you get to the right place at the right time with only this sheet? If yes, send it.
Frequently asked questions
What should a tour day sheet include?
The date, city, venue and hotel addresses, the day's schedule, key contacts, and short notes on parking, guest lists, and anything unusual about the day.
When should I send day sheets?
Usually the night before, or earlier if the day starts early. Send an update straight away if anything changes, and mark it clearly.
How long should a day sheet be?
Short enough to read on a phone in a minute or two. Leave contract, money, and full technical details out of it.