If you have booked a band, DJ, comedian, or any other performer for an event, you will almost certainly encounter a rider. Riders have a reputation for being full of outrageous demands, but the reality is much more mundane. Understanding what a rider is, why it exists, and how to handle one professionally is an essential skill for any event organiser.
What is a rider?
A rider is a document attached to a performance contract that outlines the artist's requirements for the show. It typically comes in two parts: the technical rider, which covers sound, lighting, and staging needs, and the hospitality rider, which covers food, drink, dressing room provisions, and other personal requirements.
Riders are not an afterthought or a list of demands from a difficult artist. They are a practical tool that ensures the performer can deliver the best possible show. A well-written rider prevents misunderstandings, reduces day-of-show stress, and helps the organiser prepare properly.
The technical rider
The technical rider is the more important of the two documents. It specifies exactly what the artist needs in terms of sound equipment, monitor setup, lighting, staging dimensions, power supply, and backline (amplifiers, drum kits, and other instruments provided by the venue or organiser).
A typical technical rider for a four-piece band might include: a minimum stage size (say, 4m x 3m), a PA system capable of handling the expected audience size, a specific monitor mix (four separate monitor mixes, for example), a list of microphones and DI boxes needed, and details of any backline the artist is expecting the venue to provide.
For DJs, the technical rider usually specifies the decks (CDJ-3000s or equivalent are standard for professional DJs), mixer model, monitor setup, and any additional equipment such as effects units or laptop stands.
The key to handling a technical rider is communication. Share it with your sound engineer or technical team as soon as you receive it. If there are items you cannot provide, let the artist know immediately rather than hoping it will not matter on the day. Most artists are pragmatic about adapting their setup to what is available, but they need advance notice to make adjustments.
If your venue has its own technical specification document, share it with the artist at the same time. This allows both sides to identify any gaps or conflicts early. Our guide on sound production for small events covers the basics of what most acts will need.
The hospitality rider
The hospitality rider covers everything outside the technical setup. This typically includes food and drink preferences, dressing room requirements, and any specific personal needs. For smaller acts, this might be as simple as a case of water, some sandwiches, and access to a private room to warm up. For larger acts, it can be more detailed.
Common hospitality rider items include: bottled water (still and sparkling), a selection of soft drinks, hot food or a meal buyout (a cash amount for the artist to buy their own food), clean towels, a full-length mirror, and a private space with seating. Some riders will specify dietary requirements, which should always be respected.
The occasional headline-grabbing rider demand (a bowl of M&Ms with the brown ones removed, for example) often has a practical purpose. Van Halen's famous M&Ms clause was a quick way to check whether the venue had actually read the rider in detail. If the brown M&Ms were still in the bowl, it suggested the technical requirements might have been overlooked too.
What to do if you cannot meet a rider request
Not every request on a rider is a hard requirement. Many items are listed as preferences or ideals. If you cannot provide something, the professional approach is to contact the artist's management or tour manager, explain what you can offer instead, and ask whether the substitution is acceptable.
For example, if a rider requests a specific brand of mixing desk that your venue does not have, offering a comparable alternative is usually fine. If a hospitality rider asks for hot catering but you can only offer cold food and a kettle, most artists will understand if you communicate this in advance.
What you should never do is ignore a rider entirely or agree to everything and then fail to deliver. An artist arriving to find that none of their technical requirements have been met is a recipe for a poor show, a strained professional relationship, and potential contractual issues.
Rider costs and budgeting
Rider costs should be factored into your event budget from the start. Technical rider requirements may be covered by your existing venue setup, but any additional equipment hire will come at a cost. Hospitality rider costs are usually modest for smaller acts but can add up for larger bookings.
When negotiating fees with an artist, ask whether rider costs are included in the performance fee or whether they are additional. Some artists quote an all-inclusive fee; others quote a performance fee with rider costs on top. Clarity here avoids surprises later.
If you are running a multi-act event, remember that each act will have their own rider. The cumulative cost of providing hospitality for five or six acts across a day can be significant. Planning shared resources (a communal green room with a general food and drink spread, for example) can help manage costs while still meeting the basics of each rider.
Rider etiquette
Treat the rider as a professional document, not a nuisance. Responding promptly, flagging any issues early, and delivering on what you have agreed shows the artist that you take your role seriously. This matters for your reputation as an organiser. Word travels fast in the music and events industry, and being known as someone who reads and respects riders will make future bookings easier.
For organisers who want to go further, our backstage management guide covers how to create a smooth experience from load-in to load-out. And if you are building out your green room provisions, our article on food and drink at UK venues offers useful benchmarks for what audiences and performers expect.
Ultimately, a rider is a communication tool. It tells you what the artist needs to do their job well. The better you respond to it, the better the show will be for everyone.
