Concert Day Sheet: Template and Guide for Your Crew

It's the night before the show. Your FOH engineer is asking what time they need to be there. The driver is asking for the exact address. The roadie is asking about parking. And you're answering each question one by one, from your phone, after dinner.

The problem isn't that they're asking. It's that all this information already exists. It's in your head, in your emails, in the booking confirmation. It's just not in one place, and it hasn't been sent to the people who need it.

That's what a day sheet is for.

What a Day Sheet Is

A day sheet (also called a feuille de route in French) is the summary document you send your entire crew before each show. It's distinct from your technical rider, which goes to the venue's production team weeks in advance — the day sheet goes to your own crew the night before. It pulls everything onto one page: where to go, when to be there, who to call, how to get there.

It's not a complex internal document. It's a practical recap, sent the night before or the morning of the show.

A good day sheet means you don't have to be available by phone all day to answer the same questions. Everyone has the information. Nobody needs to ask.

What It Needs to Include

Venue Information

The full venue address, including zip code and city. Not just "The Fillmore, San Francisco" but the street address, the artist entrance if it's different from the public entrance, and a note on parking if the neighborhood is tricky.

The venue name, type (concert hall, festival, bar), and capacity if known.

The Day's Schedule

This is the backbone of the day sheet. Each call time with its definition:

• Call time: when the technical crew needs to be at the venue
• Load-in: when you start bringing in gear
• Line check / soundcheck: band soundcheck time (after the technical check)
• Doors
• Set time: show start
• Set length
• Load-out: estimated time you're out

If you have a support act, include their schedule too. And if times can shift depending on the venue's organization, note the contact to call for confirmation on the day.

Contacts

Three contacts minimum:

Venue contact: the production manager or stage manager. This is the person to call if you have a problem on arrival, if times change, or if you find the venue locked when you get there.

Sound engineer contact: if the venue has a house engineer working with you.

Tour manager or point person: you, or whoever is running the show that night. Make sure everyone has this number.

Transport Information

How does each member of the crew get there? If you're all traveling together in the van: departure time, departure address (not everyone is at the same spot), and estimated arrival time.

If some people are coming under their own steam: their train or flight, key connections, and what time they're expected at the venue. No need for all the details, just enough for everyone to end up in the right place at the right time.

Accommodation

Hotel name, full address, booking confirmation number, and check-in and check-out times. If multiple people are sharing rooms, note who's with who.

If you're not staying overnight (heading home after the show, or staying with a local contact), replace the accommodation section with return trip information.

Show-Specific Notes

Anything useful that doesn't fit in the sections above: the dressing room WiFi code if you have it, what catering is provided and what to expect, specific venue quirks (limited parking, small stage, difficult van access), or information about the evening (broadcast, recording, press in attendance).

When and How to Send It

Simple rule: send the day sheet the night before, before 10pm.

Not the morning of the show. Not an hour before load-in. The night before. That gives everyone time to read it, ask questions if they have them, and make their own arrangements.

Send it to the same place for everyone: the crew group chat on WhatsApp or Telegram. Not individual emails, not separate messages per person. One message, everyone gets the same information at the same time.

If you can, pin the message in the group chat. That way, even people who struggle to find messages can access it quickly on the morning of the show.

The Template

DAY SHEET — [ACT NAME]
[Date] — [City]

VENUE
[Venue name]
[Full address]
[Artist entrance: ...]
[Parking: ...]

SCHEDULE
[hh:mm] — Call time
[hh:mm] — Load-in
[hh:mm] — Soundcheck
[hh:mm] — Doors
[hh:mm] — Set
[hh:mm] — Set length: [X] minutes
[hh:mm] — Load-out (estimated)

CONTACTS
Venue / production: [First Last] — [Phone]
House engineer: [First Last] — [Phone]
TM / show point person: [First Last] — [Phone]

TRANSPORT
Departure: [Address] at [hh:mm]
Estimated arrival: [hh:mm]
[Individual notes if needed]

ACCOMMODATION TONIGHT
[Hotel name]
[Full address]
Confirmation: [Number]
Check-in: [hh:mm]
Check-out: [hh:mm]

NOTES
[WiFi, catering, venue specifics, etc.]

Adapt it to your reality. If you don't have a separate house engineer, remove that line. If you're driving home after the show, replace the accommodation section with departure time and route.

What It Changes in Practice

On a normal-size show, a solid day sheet eliminates five to ten messages or calls during the day. It's one of the core habits in running your tour without a TM. That might sound like a small thing. On tour, where you're managing unexpected issues, logistics for the next date, and your own mental preparation for that night's performance, five fewer messages is recovered bandwidth.

And for crew members who aren't running the logistics, it's also just better. They receive the information without having to ask for it. They know where to go, when to be there, who to call. It's a signal of professionalism that matters in long-term working relationships.

How Otto Fits Into This

In Otto, all this information already exists inside each date page: schedule, venue address, contacts, transport, accommodation. The day sheet is just a selection of that information compiled for your crew.

If you use the Otto bot in your crew group chat, you might not even need to send the day sheet manually. Anyone on the crew can ask "Where's the venue tomorrow?" or "What time is soundcheck?" and the bot answers directly from the data already entered.

But even without the bot, having everything centralized in Otto makes writing the day sheet much faster. You open the date page, grab the info, paste it into your group chat. Five minutes, not twenty.