International touring can be thrilling yet immensely demanding.
This guide provides an introductory blueprint for navigating the complexities of global touring.
From passport and visa essentials, handling equipment and carnets, to navigating jetlag and maintaining safety.
An enormous amount of planning and preparation goes into a successful world tour.
Getting a Passport
The first step when preparing for an international concert tour is confirming that everyone has a valid passport.
As part of the onboarding process for a tour crew on a new tour, go ahead and collect everyone’s passport information and flag any potential issues.
If you are new to the touring industry and don’t currently have a passport, you should go ahead and apply for one.
Passports need to be valid for 6 months beyond the date of travel, have empty pages for visas, and have enough available facing pages for certain visas.
Getting a Second Passport
If you have an upcoming world tour with multiple stops in different countries, it’s worth exploring getting a second passport.
Oftentimes, while you are traveling in a country on passport one, your second passport will be sent off to get visas issued for upcoming dates.
This can quickly become logistically complicated and it’s vital that proper attention be given when creating the initial routing.
A valid passport is like the ultimate backstage pass, but keep in mind, not all passports allow the same level of access.
Working With an Immigration Specialist
It’s imperative to work with an immigration specialist who understands the nuances of international touring.
They will be able to help guide you along the process and identify potential issues prior to them becoming actual problems.
Immigration specialists have the knowledge, resources, and cross-border expertise to confidently guide your team.
Being proactive and consulting an immigration specialist when discussing international routing can make everyone’s life easier.
Applying for Visas and Work Permits
The most important part of applying for visas and work permits is giving yourself enough lead time.
It helps to keep the visa and work permit process hassle-free and avoids flying too close to the deadline sun.
An exciting world tour can quickly become a stress-laden endeavor without proper preparation.
Start early to help mitigate any potential disruptions or delays.
Potential Issues
If anyone in the touring party has a criminal record of any kind, it needs to be brought to the attention of the tour manager.
Depending on the severity of the charges, it may inhibit the person’s ability to cross international borders.
Having a criminal charge on your record is not an end-all, but a conversation does need to occur prior to arriving at the border.
The main charge that tends to derail North American tours is a DUI.
There are solutions that exist, but it has to be coordinated in advance.
Staying Organized
If you have multiple passports for personnel on the tour, be extra steadfast in the organization of files, folders, and immigration paperwork.
Oftentimes, a second passport will only be 1 digit off from the first passport.
This can quickly lead to problems when transposing numbers on applications for work permits and visas.
It’s important to remind folks of the passport they should be traveling on depending on which one holds their work visa.
Measure twice, and cut once.
Expediting Passports
Sometimes passports get lost or stolen and it creates a serious issue depending on the amount of time before departure.
Services do exist that will expedite same-day passports, but you will need proof of travel, along with a good amount of money to throw at it.
Walk-in appointments are possible in some locations, but this can often lead to an all-day time commitment.
Understanding a Carnet
An important part of international touring involves the use of a carnet.
It is an essential document when moving gear across international borders.
What is a Carnet?
A carnet is a gear passport for your production and musical equipment.
It allows for duty and tax-free temporary importation into a country, with the expectation that all of the gear will be exported.
There is a process of stamping gear in and out of the country with customs officials.
Carnet Issuance
A freight forwarding company will be able to assist in issuing a carnet.
You will need to provide them with a gear manifest that includes:
- Item Description (including serial number and identifying marks)
- Number of Items
- Weight (specify kilograms or pounds)
- Dimensions (specify metric or inches)
- Value (specify currency)
- Country of Origin
Can you add gear to a carnet?
Once a carnet is issued, you can not add gear to it.
For this reason, it’s important to be strategic about what you add to the carnet, and when you process it.
However, you can travel with less gear than what has been added to the carnet.
Stamping a Carnet In and Out
If carrying a fly pack across international borders, you will have to stamp the carnet in and out.
This involves stamping the carnet out of your home country, stamping it into the country you are visiting, stamping it out upon departure, and then stamping it in again upon arrival back to your home country.
This says to immigration, “All of the gear we brought in, we took out. Don’t tax us!”
It’s important to note that you will need the gear with you when getting the carnet stamp.
This is so spot checks can be done and immigration can confirm that gear is actually leaving the country.
Where Do You Get a Carnet Stamp?
Figuring out where to get a stamp for a carnet can be quite difficult to discern.
The information available online is often out of date, and trying to get someone on the phone can be very challenging.
Even if you do talk to someone, when you say the word carnet, it’s as if you have spoken a word never before heard.
Sometimes it can make sense to hire an airport greeter that can help with this process, or consult with the local promoter rep.
The last thing you want to do is lug a 30-piece fly pack through an international airport, with the added element of a language barrier.
Our suggestion is to seek advice from touring peers to see what their experience has been with specific destinations.
Production Gear: To Freight or Not to Freight
Unless you are touring with a top-tier artist, international gear movements can be prohibitively expensive.
Often what ends up happening is you will hire local production that will be close to your normal production footprint.
Some accommodations might have to be made based on gear availability in that particular region.
Instruments and pedal boards will often be brought over, but audio, lighting, and video will be hired locally.
However, sometimes it is 100% worth palletizing a fly pack if it means not having to deal with the added layer of airport logistics.
Sea freight is another option depending on the amount of time between tour legs.
Power
When bringing production gear or musical equipment from your home country into a new region, make sure to confirm the type of power that is in use.
You will often need to coordinate step-down convertors, extension cords, and plugs.
Make sure to update your backline rider and stage plot with any international requirements.
This is assuming that the gear you are bringing is rated for use in the region of the world you are performing in.
Transportation Differences
International touring can lend itself to subtle differences in types of travel accommodations and transportation.
Make sure to consider these when building out the tour.
Buses
In Europe, you will find double-decker buses available for hire.
Often, buses in Europe are able to accommodate more personnel when compared to buses in North America.
You’ll also need to source parking with shore power because buses typically don’t have generators in Europe.
European bus drivers do not require hotels because they have their own dedicated living quarters on buses.
Entertainer coaches are most commonly used when touring in North America and Europe.
Trailers
European trailers are much smaller compared to their North American counterparts.
Sometimes this can lead to adding a truck to a tour budget if you are at the threshold of physical gear space and or weight.
Carry-On Baggage
This is a big one to pay attention to, especially for roadies used to traveling in North America.
Most destinations outside of North America have very specific requirements in regard to what they will or will not allow to be carried on.
Failure to understand these carrier policies can result in thousands of dollars in extra baggage fees, along with the potential to miss flights altogether.
Internal Flights
When touring in Australia and New Zealand you are normally traveling by airplane.
Day-of-show flights are not uncommon.
Make sure to check with your local promoter rep to see if they offer any programs to help reduce the cost of flying with gear.
Trains
If touring in parts of Asia, Europe, or less commonly North America, you might decide to a train is your best option.
Again, make sure to double-check what baggage policies are available prior to booking tickets.
Health & Safety
It’s always a good idea to be a smart traveler, no matter where you are, but being in a new environment is cause to be extra vigilant about your surroundings.
The health and safety of your touring party is paramount and it may be worth considering hiring security for international tours.
Airport Arrival
Arriving at an international airport can be an overwhelming experience.
Pair this with a group of dedicated fans greeting you at arrivals and this can lead to an intense arrival scenario.
Consider the profile of the artist in the region you are performing and make proper accommodations for the safety of the artist, band, and crew.
Buddy System
If going out in an area you’re not familiar with, make sure to ask your local promoter rep if it is safe to do so.
If you do decide to venture out, it can be a good idea to take a friend.
You become less of a potential target and also get to make memories with your tour mates.
Emergencies
When entering a new country or region, keep a short list of emergency numbers and contacts.
This includes the consulate or embassy, police department, and local hospitals.
Food
Don’t be afraid to try new things, but do be mindful of tap water and ice in certain regions.
Trying new food is one of the best ways to immerse yourself in the local culture.
Jetlag
When routing an international tour, it can be a good idea to build in a day on the front end to help alleviate jetlag.
Trying to land and go straight into a show day will make for an exhausting day.
As far as strategies to combat jetlag, you can regulate light exposure, modify sleep patterns leading into the dates, and focus on healthy eating and hydration.
Medications
If you travel with medications, it is important to confirm it is legal to bring it into the country you are visiting.
It might be totally banned, or there could be limitations on the dosage you can bring with you.
In that same breath, don’t attempt to bring any drugs into a foreign country.
Phone
Most carriers offer international plans for around $10 USD per day.
If you are going to be in the same country for an extended period of time, it could be worth purchasing a local SIM card.
Transportation
Make sure that transportation vendors are properly vetted, prior to embarking on a cross-town journey.
If taking a taxi, and there is no meter, confirm what the price will be prior to starting the ride.
Travel Insurance
Many countries require you to show proof of travel insurance when applying for a visa.
Generally, your insurance policy from your home country will not apply to different territories.
This makes it important to apply for a travel insurance policy to ensure that you are covered.
We’ve used WorldNomads for a number of international tours.
Vaccinations
Again, depending on the region you are traveling, you might require additional vaccinations.
Check with your country’s health organization prior to embarking.
VPN
Certain regions might prevent you from viewing geographically restricted content.
A VPN is a useful workaround for these scenarios.
Additionally, they add a layer of security and privacy when browsing on public Wi-Fi networks.
We highly recommend NordVPN as an option.
Merchandise
Working with a merch vendor who has international relationships can streamline the entire process.
Merchandising on international tours can become complicated quickly when dealing with multiple border crossings.
Proper merchandise logistics planning for international touring is a skill in and of itself and requires a dedicated role.
You will also need to think about how you are going to process credit card payments at the merch table.
Working with merch vendors who can offer a turnkey solution is a good approach and reduces headaches.
Cash Deposits
You need to have a solution for depositing cash prior to embarking on an international tour.
Often times bands will be caught off guard and realize they can’t use their card reader at the merch table in certain countries.
This turns into fans paying in cash, which then turns into having no way to deposit it.
A good problem of selling lots of merchandise quickly turns into a bad problem of having large amounts of local currency on you.
International Tour Accounting
Foreign Currency
Cash is becoming less and less common on tour, but it is still helpful to keep a small cash float available.
This can be used for day-to-day production expenses, or in situations where a band credit card may not be accepted.
How you handle per diems while touring internationally will need to be discussed when hiring.
On smaller tours, a buyout may be given out in lieu of a meal.
Foreign settlements are typically wired.
Local Taxes
Consult with the artist’s business manager when building the tour to identify countries that withhold taxes.
In some countries, you can file in advance to avoid withholding taxes.
This can become materially important for developing artists as it relates to their cash flow.
Business management will often hire a local accountant that specializes in tax law in the region the artist is touring in.
This expense should be captured when building the tour budget.
Being Aware of Local Customs
Be sure to look up basic etiquette, common greetings, dining customs, appropriate dress codes, and tipping norms for the region you’re touring in.
Additionally, learn a few basic phrases in the local language.
Even if your pronunciation isn’t perfect, locals often appreciate the effort, and it can show respect for their culture.
When in doubt, ask your local promoter rep and they’ll be able to offer assistance.
Conclusion
International touring is a challenging but rewarding part of being a tour manager.
It allows for broadening cultural horizons, connecting with a global audience, and trying new things.
There will always be something that needs attention, but remember to pause and appreciate the unique moments that international touring offers.
After all, they are what truly make the experience unforgettable.