Understanding advancing

Advancing is a crucial step in event planning that involves coordinating all logistical and technical aspects of an artist’s performance. This process ensures that all necessary arrangements are in place, from technical requirements and hospitality to travel and schedules. By thoroughly advancing an event, you minimize the risk of misunderstandings and last-minute issues, ensuring a seamless experience for both the artist and the event organizers.

The process

The advancing process typically begins after the initial booking confirmation. At this stage, detailed discussions take place between the artist, their management, and the event organizers. The goal is to gather all the information needed to prepare for the performance. This might include:

• Technical requirements: Specifying sound, lighting, stage setup, and any other technical needs to ensure the artist’s performance goes smoothly.
• Hospitality: Arranging for the artist’s comfort, including dressing rooms, catering, and any special requests they may have.
• Travel and accommodation: Coordinating transportation, lodging, and schedules to ensure the artist arrives on time and is well-rested for their performance.
• Scheduling: Establishing a timeline for the event, including sound checks, performance times, and any meet-and-greets.

Proper advancing is essential for the success of an event. It prevents miscommunications, ensures that all parties are on the same page, and allows the artist to focus solely on delivering their best performance.

How Stagent helps

Stagent simplifies the advancing process with its dedicated advancing tools. Each event in Stagent has a dedicated ‘Advancing’ page where you can track progress, manage advancing, and assign tasks. This unique and centralized approach allows you to keep all advancing details organized and accessible.

• Advancing groups: Stagent allows you to create advancing groups like travel, guestlist, and hospitality. This helps you manage different aspects of advancing efficiently.
• Custom fields: Adjust the advancing process to fit your agency’s specific needs by adding custom fields to advancing groups. For example, create fields for catering preferences or specific technical requirements.
• Task management: Assign tasks related to advancing to different team members, ensuring that all responsibilities are clear and nothing is overlooked.
• Status tracking: Each advancing group has a status indicator, showing whether it’s preparing, ready, needs attention, or can be ignored. This visual overview makes it easy to track the advancing process at a glance.

For detailed guidance on setting up advancing in Stagent, you can refer to this article. With Stagent’s tools, advancing becomes a breeze. For a more in-depth look at advancing in the event industry, check out our blog post.