Part of a contract that states the mileage from an event location that an artist may not perform publicly within a specified number of days before and following said event. An example of this could look like: Artist agrees to not publicly perform within 100 miles of the event location 90 days prior to 30 days following said event.
Refers to any equipment needed for the artist/act performing onstage. This can include both instruments and gear. Pay attention to the contracts to see who the backline is provided by!
The Process of coordinating and confirming all logistical and technical details with the artist’s team and event organizers in the weeks or days before the show. Key details include load-in times, stage plots, hospitality riders, and guest lists.
The order artists perform and how they’re marketed. ‘Top billing’ implies headliner status and often higher fees.
A section of an artist's contract that outlines specific requests for amenities, accommodations, and other things while on tour or performing at a particular event. These requests can include specific food and beverage preferences, transportation arrangements, and other special needs.
A detailed, behind-the-scenes schedule that lays out every moment of an event. It includes elements such as timing, event flow, technical cues, responsibilities, backup plans, and accessibility for all working members of a show.
An artist on a line-up strategically booked to draw attention, attract audiences, and bolster ticket sales for your festival’s overall lineup.
A contract initiated by the festival (the buyer) to outline key booking terms such as the artist, fee type, logistics, rider access, deposit & payment schedule, plus clauses like radius or exclusivity. It can form a legally binding agreement when accepted.
A performance agreement where artists receive a base guarantee plus a percentage of ticket sales after expenses are recouped.
- Hard Ticket: Attendees buy tickets specifically to see that artist.
- Soft Ticket: Artist is part of a larger event (like a festival or fair) where tickets cover entry to multiple activities.
So, after reviewing these terms, you’re one step closer to becoming a pro in the festivals and fairs field! Want to put these terms into action while booking your next festival or fair? Browse our entertainment options here or schedule a free consultation with our booking specialists here.
What is a radius clause and how does it protect my festival?
A radius clause is a contractual restriction preventing an artist from performing within a specified geographic area (typically 50-150 miles) for a set period before and after your event (commonly 30-90 days). This protects your festival's ticket sales by ensuring the artist isn't saturating your market with nearby performances that would reduce demand for your event.
Who provides backline equipment at festivals, the artist or the festival?
Backline responsibility varies by artist and contract. Some touring artists bring complete backline, some expect the festival to provide industry-standard equipment, and others require specific rental gear at festival expense. This should be clearly defined in the technical rider and contract. Always clarify backline obligations before signing to avoid budget surprises.
What's the difference between a technical rider and hospitality rider?
A technical rider outlines production requirements (stage size, sound/lighting specs, power, crew needs), while a hospitality rider covers non-technical needs (catering, beverages, dressing room amenities, transportation, lodging). Both are contractual, but technical riders affect production budgets and hospitality riders affect operational budgets differently.
What does "top billing" mean and why does it matter?
Top billing designates an artist as the headliner with the largest font on promotional materials, preferred stage time (typically closing slot), and highest profile positioning. Billing order affects artist fees (headliners command premium rates) and can be a dealbreaker in negotiations, especially when booking multiple high-profile acts with similar fan bases.
When should the advancing process begin for a festival?
Advancing typically begins 3-4 weeks before the event for single-day festivals, and 6-8 weeks before for multi-day festivals. This process involves confirming load-in times, reviewing stage plots, finalizing hospitality details, coordinating guest lists, and addressing any technical or logistical questions. Poor advancing is a primary cause of day-of-show problems.
What's included in a typical festival Run of Show?
A festival Run of Show (ROS) includes minute-by-minute timing for all activities, stage changeover schedules, sound check times, artist arrival and departure times, meal breaks and hospitality timing, technical cue points, staff responsibilities and positions, backup plans for weather or delays, and emergency procedures and contacts. Multi-stage festivals require separate ROS documents per stage.
Can radius clauses be negotiated or waived?
Yes, radius clauses are negotiable based on artist demand, festival size, competitive landscape, and market conditions. High-demand artists may insist on broader radius clauses (100+ miles, 90+ days), while emerging artists may accept narrower restrictions (50 miles, 30 days) or waive them entirely. Everything is negotiable before contracts are signed.
What's the difference between hard ticket and soft ticket for artist fees?
Hard ticket shows (dedicated ticketed concerts) typically result in higher artist fees because all ticket revenue is attributed to that performance. Soft ticket shows (artist performing at a fair or festival with general admission) usually command lower fees because attendees aren't purchasing tickets solely for that artist—they're part of a larger entertainment package.
Who creates the offer sheet, the festival or the booking agent?
Either party can initiate an offer sheet, but traditionally the buyer (festival organizer) sends an offer sheet to the artist's booking agent proposing terms. The agent can accept, reject, or counter with modifications. Once terms are agreed upon, the offer sheet either becomes the contract or is replaced by a more detailed long-form contract.
What happens if we can't fulfill an artist's hospitality rider?
Hospitality rider non-compliance can constitute breach of contract, potentially allowing the artist to cancel without penalty or withhold performance. However, reasonable substitutions (different beverage brands, equivalent food options) are typically acceptable if communicated in advance. Review riders immediately and negotiate changes before signing rather than hoping to resolve issues later.
How do force majeure clauses protect festivals?
Force majeure clauses excuse both parties from performance obligations due to unforeseeable events (weather emergencies, natural disasters, government restrictions). For festivals (especially outdoor events) these clauses are critical. They should clearly define what qualifies as force majeure, specify notice requirements, address deposits and payment returns, and outline rescheduling options versus cancellation.