Shuttles for Artists and Performances - What to Coordinate
Transporting artists to a show is more than a ride: you need to arrive on time for the soundcheck, bring all the equipment, and get home safely late at night. Here is what to plan when you transport a band, musicians or a stage crew.
Who is travelling and what is travelling
Count how many people are travelling (artists, musicians, technicians, companions) and how much equipment there is: instruments, speakers, cases and garment bags. The vehicle needs seats for everyone and room for the equipment without getting in the way. Sometimes it makes sense to use one vehicle for the crew and another for the equipment. For the choice between a minibus and a bus, see the article on choosing a vehicle.
Timing and soundcheck
Shows require arriving early for setup and a soundcheck. Agree in advance with the producer or the hall what time you need to be there, and add a margin for road traffic. The closer the arrival is to the start of the show, the more costly any delay becomes.
Unloading points and parking
The equipment is heavy, so it is important to know in advance where the vehicle can get close to the entrance or the stage, and where it can park during the show. Check this with the hall and make sure someone is there to help unload.
The return at night
Shows usually end late, and the finishing time isn't always known in advance. Leave some flexibility, agree on an estimated pick-up time, and settle in advance how the driver's waiting time is calculated, so there are no surprises at the end of the night.
Several shows in one evening
When there is more than one show, for example in several halls, plan the trips between the venues in advance, including unloading and loading times. A clear route reduces the pressure on the artists and on the driver.
What to settle in advance
- An exact number of people, and the kind of equipment travelling with them
- The pick-up time, the arrival time for the soundcheck and the start time of the show
- The unloading point and parking at the hall
- An estimated return time and flexibility if the show runs long
- How the driver's waiting time is calculated, and a contact person the driver can reach
When everything is coordinated in advance, the crew can focus on what they do best on stage. Trips to family events and weddings are covered in the article on shuttles for a large event.
Planning a shuttle for a crew of artists or a show?