On a fly-in tour, the band arrives with guitars, pedalboards, cymbals, and maybe a snare, and rents everything else in each city. It's often the practical choice when routing involves flights or freight is too costly, but it means sourcing backline from a different vendor in every market. Done well, the band gets consistent gear night after night. Done badly, every show starts with a surprise. This guide covers how to source backline across a run of cities.
Start with one master list
The most important step is a single backline list that works in every city. Don't write a new list for each vendor; write one list and send it to all of them.
A good master list:
- Puts one item per line, with quantity
- Names preferred models, and states acceptable alternatives
- Lists every accessory, such as stands, cables, pedals, and stools
- Separates what the band brings from what needs renting
- Includes power and stage layout notes where they matter
Our guide to writing a backline rider vendors can quote explains the format in detail.
Decide on substitutions before you send
On a fly-in tour, you'll get substitutions. Not every vendor stocks the same models, and some cities have smaller rental markets. Decide in advance what's acceptable:
- Which items must be exact, and which have acceptable alternatives
- Which alternatives the band is happy with
- What the band absolutely won't accept
Write these into the master list. When vendors see clear substitution rules, they can quote accurately and you avoid back-and-forth. Our guide to backline substitutions has examples.
Consistency matters too. If the band accepts one alternative amp in one city, try to get the same alternative everywhere. Players adjust better to one substitute than to a different one every night.
What the band carries
Most fly-in bands carry the items that are most personal or hardest to substitute:
- Guitars and basses
- Pedalboards
- Cymbals, a snare drum, and a kick pedal
- Keyboard controllers or laptops, sometimes
- In-ear monitor packs and molds
- Microphones, if the singer uses a specific one
Agree on this list early and keep it consistent. It affects both baggage planning and the rental list. See renting locally vs. flying your gear for how to decide what's worth carrying.
Finding vendors in each city
For each market:
- Ask the venue or promoter who they recommend
- Ask other tour managers who've played the city
- Search for backline rental companies in the area
- Use local directories where they exist
Request quotes from more than one vendor where possible. In Los Angeles, for example, you can browse backline rental companies by equipment type and send one request to several at once.
Keeping quotes comparable
Quotes from different vendors are rarely formatted the same way. To compare them:
- Check every item on the master list is covered
- Note any substitutions, and whether they meet your rules
- Check what's included: delivery, setup, pickup, and any tech support
- Note deposits, payment terms, and cancellation policies
- Check the delivery and pickup windows match your schedule
A simple comparison table per city, with the same rows for every vendor, makes the choice much easier.
Confirming each city
Once you've chosen a vendor, confirm in writing:
- The final equipment list, including substitutions
- Delivery date, time window, and loading location
- Who meets the delivery
- Pickup date and time
- Payment and deposit terms
- The vendor's day-of contact
Pass the delivery details to the venue, and the venue's access details to the vendor. Our guide to delivery, pickup, and load-in lists what each side needs.
A timeline for sourcing
How early to start depends on the tour, but a practical timeline for a run of fly-in dates looks like this:
- As soon as dates are confirmed: finalize the master list and substitution rules with the band
- Six to eight weeks out: contact vendors in each city and request quotes
- Four to six weeks out: compare quotes and choose vendors, starting with the earliest dates
- Two to three weeks out: confirm equipment lists, delivery windows, and contacts in writing
- A few days out: reconfirm delivery times and pass the latest venue details to each vendor
Busy seasons, festival weekends, and specific vintage or high-demand models need more lead time. If a city has only a small rental market, start there first.
Questions to ask every vendor
Asking the same questions in every city keeps your records consistent:
- Can you supply every item on the list, or what would you substitute?
- What's included in the quote: delivery, setup, pickup, and tech support?
- What's your delivery window, and can you meet our load-in time?
- What deposit, insurance, or damage terms apply?
- Who's the contact on the day, and how late can we reach them?
- What happens if something fails during the show?
Record the answers alongside each quote. When you compare vendors, you'll be comparing the same things.
Consecutive dates and shared vendors
Sometimes one vendor can cover several cities, or the same gear can travel between nearby shows. That can reduce costs and improve consistency, because the band plays the same instruments for several nights.
Ask vendors whether they serve multiple markets, and whether they can arrange a multi-day rental that moves with the tour. Confirm who transports the gear between cities and who's responsible for it in transit.
On the day
When the backline arrives:
- Check every item against the confirmed order
- Note substitutions and confirm they're the agreed ones
- Test everything before soundcheck
- Photograph any existing damage
- Report problems to the vendor immediately
Allow extra soundcheck time for the band to adjust to rented gear, especially on the first few dates or in a city with substitutions.
Track it across the tour
Keep a record for each city:
- Vendor, contact, and what they supplied
- Substitutions and how the band felt about them
- Any problems and how they were resolved
- Costs, against the budget
On a long tour, this record helps you spot patterns, like a substitute amp the band keeps struggling with. On the next tour, it's the starting point for every city.
Common fly-in mistakes
- Different lists for different vendors. Quotes become impossible to compare.
- No substitution rules. Every vendor guesses, and the band gets something different each night.
- Sourcing too late. Specific models and busy dates go quickly.
- Forgetting accessories. Stands, stools, cables, and pedals are easy to miss.
- Not passing on venue access details. The vendor arrives at the wrong door or the wrong time.
When something goes wrong
Even with good planning, gear sometimes arrives late, wrong, or broken. Have a backup plan for each city: a second vendor's contact, the venue's house gear, or a local musician who can help. Our guide to last-minute backline recovery covers what to do.
Frequently asked questions
What is a fly-in tour?
A tour where the band flies between cities and rents most of its backline locally, carrying only personal items like guitars, pedalboards, cymbals, and snare drums.
How do I keep backline consistent on a fly-in tour?
Send the same master list to every vendor, with clear substitution rules, and try to get the same alternatives in every city when exact models aren't available.
Should I use one vendor for several cities?
If a vendor serves several markets or the gear can travel between nearby shows, it can reduce costs and give the band more consistent equipment. Confirm who transports and insures the gear between cities.