On the Road
Vans, driving rules, backline and the checklists that keep a tour on time
Vans & driving rules
Licence class, driver hours and city charges differ by region and catch bands out constantly.
Australia
Long distances, fatigue rules and limited late-night services.
- A standard car licence covers vehicles up to 4.5 tonnes gross — most splitter vans sit under that.
- Fatigue management rules apply to heavier vehicles; plan driver swaps on long interstate legs regardless.
- Carry spare fuel, water and a physical map for remote stretches with no phone coverage.
- Check toll tags for Sydney, Melbourne and Brisbane before you set off.
UK & Europe
Emissions zones and tachograph rules are the two big costs.
- London's ULEZ and Congestion Charge apply daily — check your hire van's emissions rating before booking.
- Many European cities require an environmental sticker (Umweltplakette, Crit'Air) bought in advance.
- Vehicles over 3.5 tonnes generally need a tachograph and driver hours compliance.
- Carry the vehicle's insurance documents, a warning triangle and high-vis vests — required in most EU countries.
North America
Hire agreements and border crossings need checking, not assuming.
- Most hire companies will not allow a 15-seat van to cross into Canada or Mexico without prior approval.
- Confirm the hire insurance covers commercial use — touring counts as commercial in many agreements.
- An International Driving Permit alongside your Australian licence avoids arguments at the counter.
Backline & gear logistics
Decide early what flies, what ships and what you hire at the other end.
Hire versus fly
Run the numbers per leg — it is rarely close.
- Compare backline hire per show against excess, oversize and per-flight handling for every leg.
- Hiring amps and drums locally but flying your own guitars, pedals and snare is the usual compromise.
- Get the hire spec in writing and list acceptable substitutes on your rider.
- Book hire early in festival season — stock disappears in each city's peak weeks.
Riders
A clear rider is a cost-control document, not a wish list.
- Technical rider: stage plan, input list, monitor mixes, power requirements, backline needed.
- Hospitality rider: meals, dietary needs, water, towels, parking and load-in access.
- Mark items as required versus preferred so promoters do not silently drop the important ones.
- Send the rider with the contract, not the week of the show.
Tour checklists
Work through these in order. Anything that needs assigning can become a task on the Tasks board.
Eight weeks out
- Confirm visas, work permits and passports valid six months past the last date
- Start the ATA Carnet application if any leg needs one
- Book flights, vans and accommodation for the full routing
- Confirm backline hire and send the technical rider to every promoter
- Check gear and travel insurance covers every country on the route
Two weeks out
- Re-check each airline's current baggage and instrument policy
- Photograph all gear and update the inventory with serial numbers
- Print the itinerary with venue addresses, contacts and load-in times
- Arrange the cash float, band card and per diems
- Confirm dietary needs, driver roster and accommodation check-in times
Load-in day
- Count cases in and out at every venue against the case list
- Set up merch early and agree the venue's commission before selling
- Check power, stage size and monitor setup against the rider
- Confirm settlement time and who signs off the split
- Charge in-ears, wireless packs and spare batteries during soundcheck
Load-out
- Case count again before anything leaves the stage
- Collect the settlement sheet and photograph it
- Note any gear damage while you can still speak to the venue
- Log the night's income and expenses before bed
- Confirm tomorrow's drive time, load-in and driver
Your band's notes
Preferred van hire, venue parking quirks, driver roster and route notes.
No notes yet.