Settlement is the meeting after a show where the promoter and the artist's representative, usually the tour manager, agree on the night's numbers and how much the artist is paid. It can take five minutes or an hour, depending on the deal and how well both sides prepared. This guide covers what to have ready, what to check against the contract, and how to keep a clean record of every show.
What settlement is for
A performance contract sets out how the artist will be paid. Some deals are simple: a flat guarantee, paid on the night. Others involve a guarantee plus a share of ticket income after agreed expenses, which means the final number depends on how many tickets were sold and what the show cost.
Settlement is where both sides go through those numbers together. The promoter presents a settlement sheet showing income and expenses, and the tour manager checks it against the contract before agreeing.
Before the show
Good settlements start before the doors open. Have ready:
- The contract for this show, including any amendments or riders that affect money
- The deal terms summarized in one place: guarantee, any percentage terms, and agreed expenses
- Expected ticket figures: capacity, ticket prices, and any comps or holds
- Your own expense records for anything the artist paid that should be reimbursed
- Contact details for the promoter rep who will run settlement
Confirm during the advance who will attend settlement, when, and where. See how to advance a show and the show advance checklist.
Ask for the numbers early
Many tour managers ask the promoter for a ticket count during the show, or for a draft settlement sheet before the end of the night. It gives you time to review the numbers before you sit down, rather than reading them for the first time across the table.
What to check on the settlement sheet
Ticket income
- Total tickets sold, by price level
- Comps and complimentary tickets, and whether they match what was agreed
- Ticket prices, matching what was announced
- Any fees deducted from ticket income, and whether the contract allows them
Expenses
- Each expense line, compared with what the contract allows
- Receipts or invoices for significant expenses
- Any expenses capped in the contract, and whether the cap was respected
- Items that shouldn't be there, such as costs the promoter agreed to cover
The artist's payment
- The guarantee
- Any percentage or bonus, calculated from the agreed numbers
- Any deductions, such as advances already paid or agreed buyouts
- The final amount due
If the deal includes a share of income after expenses, follow the calculation step by step. Small differences in expense lines can change the final figure.
Common points of discussion
Settlement disagreements usually come from a few areas:
- Expenses not in the agreed budget. Ask for an explanation and a receipt.
- Comp tickets. Check that comps match what was agreed.
- Production costs. If the artist's rider required extra equipment, confirm who was meant to pay for it.
- Backline. If the promoter arranged backline, confirm the cost matches the agreed amount. If the artist arranged it directly, make sure it isn't also deducted here.
- Merchandise terms. Some venues take a share of merchandise sales; check that it matches the agreement.
Stay calm and specific. Point to the contract clause, ask for the receipt, and note anything you can't resolve on the night.
Merchandise settlement
Merchandise is often settled separately, with the venue or its merchandise staff. Have ready:
- Starting stock counts, by item and size
- Ending stock counts
- Sales figures and prices
- Any venue merchandise fee and how it's calculated
Count stock before and after the show, and check the venue's figures against your own.
Getting paid
Agree on how the artist will be paid:
- Cash, check, or bank transfer
- Whether any amount was paid in advance, such as a deposit before the show
- When the remaining balance will arrive, if not on the night
If you're taking cash, count it in front of the promoter rep, sign for it, and keep it secure. If payment will come later, get the amount and date in writing.
Signing off
Before signing:
- Make sure every figure is one you've checked
- Note any disputed items on the sheet, or in a separate written note
- Get a copy of the signed settlement sheet
- Keep copies of receipts for significant expenses
Don't sign a sheet you disagree with just to finish the night. Signing usually means you accept the numbers.
Keep a clean record
After each show, file:
- The signed settlement sheet
- Your own notes and calculations
- Receipts and supporting documents
- Merchandise figures
- Payment confirmation
Store them together, by date. The artist's business manager will need them, and so will you if questions come up later. Track settlement figures against the tour budget; see our tour budget guide.
Backline and deposits at settlement
If backline was rented through the promoter, or if any deposit or damage charge is involved, confirm it at settlement. Damage to rented gear, missing items, or late returns can lead to charges. Our guide to backline damage, insurance, and deposits explains how these usually work. In Los Angeles, you can compare quotes from backline rental companies before the show to know the costs in advance.
When the tour manager can't attend
Sometimes the tour manager is needed elsewhere at the end of the night. If someone else will settle:
- Choose someone the artist's management trusts with financial matters
- Give them the contract, deal terms, and your notes in advance
- Tell them which points are likely to come up, and what they can and can't agree to
- Ask them to get copies of every document and to note anything disputed
- Ask them to call you before signing if something looks wrong
Tell the promoter in advance who will settle, so there's no confusion at the end of the night.
Settling on a long tour
On a long run of shows, settlement becomes routine, and routine is when mistakes slip in. A few habits help:
- Review each settlement the next morning, with fresh eyes
- Compare each show's figures with similar shows earlier in the tour
- Send settlement summaries to the business manager regularly, rather than all at the end
- Keep a running total of what's been paid and what's outstanding
If something looks wrong after the fact, raise it with the promoter quickly, while the details are still fresh.
A simple settlement routine
- Before doors: review the contract and deal terms
- During the show: ask for a ticket count or draft sheet
- After the set: meet the promoter rep at the agreed time and place
- Review: check income, expenses, and the artist's payment
- Discuss: raise questions calmly, with the contract in hand
- Agree: sign off, noting anything disputed
- Get paid: collect payment or confirm the transfer
- File: keep every document together
Frequently asked questions
What is a show settlement?
The meeting after a show where the promoter and the artist's representative agree on the night's income, expenses, and the artist's final payment, based on the contract.
What should I bring to settlement?
The contract and deal terms, expected ticket figures, your own expense records, and anything needed to check the promoter's settlement sheet.
What if I disagree with the settlement sheet?
Ask for an explanation and receipts, point to the relevant contract terms, and note any unresolved items in writing before signing.