What happens backstage directly affects what happens on stage. An artist who arrives to a well-organised backstage area, is greeted by name, finds their dressing room ready, and gets a clear brief on timings will perform better and be easier to work with. An artist who arrives to confusion, missing provisions, and conflicting information about their set time is stressed before they play a note.
Backstage management is about creating a smooth, professional environment for everyone who performs at your event. Here is how to do it well.
The role of the artist liaison
The artist liaison (sometimes called the artist coordinator or band liaison) is the single point of contact between the event and the performers. They are responsible for:
- Communicating with artists and their management before the event
- Meeting artists on arrival and showing them to their dressing room
- Ensuring hospitality riders are fulfilled
- Keeping artists informed about timings and any schedule changes
- Getting artists to the stage on time for soundcheck and performance
- Resolving any problems or requests during the event
For small events with three or four acts, one artist liaison can manage the whole day. For festivals with multiple stages and dozens of acts, you need a liaison team with one person assigned per stage or per group of artists.
Advance communication
Good backstage management starts weeks before the event. Once you have confirmed your line-up, send each artist or their management an advance pack containing:
- Event details -- Date, venue, load-in times, soundcheck times, performance time, set length
- Site information -- Directions, parking instructions, backstage entrance location
- Technical information -- Stage dimensions, PA specification, monitoring setup, backline available
- Hospitality -- Confirmation of what you are providing (meals, drinks, dressing room)
- Contact details -- Name and mobile number of the artist liaison or production manager
Request technical riders and hospitality riders at this stage if you do not already have them. A technical rider specifies the equipment and stage setup the act requires. A hospitality rider specifies food, drink, and dressing room requirements. Both are standard in the music industry and should be taken seriously, even at small events.
Dressing rooms
A dressing room does not need to be luxurious, but it should be clean, private, lockable, and equipped with the basics. At minimum, provide:
- A mirror
- Chairs and a table
- Adequate lighting
- Power outlets for phone charging and equipment
- Towels
- Drinking water
- Access to a toilet that is not the public facilities
At outdoor events, portable cabins or divided areas within a backstage marquee serve as dressing rooms. Label each room with the artist's name and time slot. If multiple acts share a dressing room, schedule it so that acts do not overlap. Nobody wants to be getting ready while the previous act is still in the room packing up.
Hospitality riders
Hospitality riders range from the modest (six bottles of water and some fruit) to the extravagant. For small events with tight budgets, be honest with artists about what you can provide. Most professional performers understand that a 200-capacity venue does not have the same resources as a major festival.
Standard provisions that most artists expect:
- Bottled water (still and sparkling)
- A hot meal or meal buyout (typically £15 to £25 per person if no catering is provided)
- Tea, coffee, and milk
- A selection of soft drinks
- Towels
If the rider requests alcoholic drinks, provide them if your budget allows. Beer and wine are standard requests. If a rider requests something you cannot provide, communicate this in advance rather than letting the artist discover it on arrival.
Food is important. Performers often arrive hours before their set and may not have eaten. A proper hot meal is more appreciated than a table of crisps and biscuits. If your event has food vendors, arrange complimentary meal tokens for all artists and crew. Budget £15 to £25 per person for catering.
Backstage layout
Your backstage area should be clearly separated from the public areas of the event. Control access with wristbands, laminates, or a staffed entry point. Keep the backstage area clean, quiet, and functional.
A well-planned backstage area includes:
- Dressing rooms -- As described above
- Green room -- A shared social space where artists can relax before and after their set. Comfortable seating, catering, and a friendly atmosphere
- Production office -- Where the production manager, stage managers, and artist liaison are based
- Catering area -- For crew and artist meals
- Technical storage -- A secure area for cases, instruments, and equipment not currently on stage
- Route to stage -- A clear, direct path from the backstage area to the stage that does not go through the audience
Managing the schedule
The artist liaison works closely with the stage manager to keep the show running to time. Key timing points for each act:
- Arrival -- When the artist arrives on site. The liaison meets them and shows them to their dressing room
- Soundcheck -- Time on stage for the sound engineer to set levels. Brief the artist on their soundcheck time and duration in advance
- Stage call -- A warning given 15 to 30 minutes before the performance. The liaison finds the artist, confirms they are ready, and brings them to the stage area
- Performance -- The act goes on. The liaison should be nearby in case of any issues
- Changeover -- After the set, the liaison helps the act collect their belongings and ensures the dressing room is ready for the next artist
Print the full schedule and display it in the green room and production office. If the schedule changes during the event, update everyone immediately. An artist who misses their set because nobody told them about a 30-minute delay is a preventable failure of communication.
Dealing with problems
Backstage issues are inevitable. Common ones include:
- Late arrivals -- Have a contingency plan. Can the running order be shuffled? Can another act extend their set?
- Difficult requests -- Stay calm, be honest about what is possible, and offer alternatives
- Technical problems -- Direct these to the stage manager or sound engineer, not the artist liaison
- Access and security -- Managers, partners, friends, and hangers-on will all want backstage access. Have a clear policy and enforce it politely
The key quality of a good artist liaison is calm professionalism. Artists are often nervous before performing, and their managers can be demanding. A liaison who stays cheerful, organised, and solution-focused makes the entire backstage operation run more smoothly and helps your ticketed event deliver a great show.
