What happens backstage directly affects what happens on stage. An artist who arrives to a well-organised, welcoming backstage environment with clear communication and their basic needs met will almost always deliver a better performance than one who walks into chaos, confusion, and an empty dressing room. Backstage support is not about luxury. It is about creating the conditions for a great show.
Before the day: preparation
Good backstage support starts long before the event. Once the booking is confirmed, gather all the information you need to prepare properly:
Advance information: Send the artist or their tour manager a detailed advance document covering venue address, parking arrangements, load-in location and time, sound check schedule, performance time, and the name and mobile number of their point of contact at the venue. Receiving this information proactively, rather than having to chase for it, makes a strong first impression.
Rider review: Go through both the technical rider and the hospitality rider carefully. Confirm what you can provide, flag anything you cannot, and discuss alternatives. Do this at least two weeks before the event, not the day before.
Dressing room preparation: Ensure the dressing room or green room will be clean, appropriately furnished, and stocked with the rider-specified provisions before the artist arrives. Having to set up the dressing room after the artist has arrived looks unprofessional.
Stage and technical setup: Coordinate with your sound and lighting team to ensure the stage is set up according to the technical rider before the artist's sound check time. Delays at sound check create stress that carries through to the performance.
The artist liaison role
For any event with professional performers, designate an artist liaison: a single person responsible for looking after the artist from arrival to departure. This person should be friendly, competent, calm under pressure, and empowered to make decisions. They should not be the person running the sound desk, managing the door, or juggling five other responsibilities.
The artist liaison's job is to meet the artist on arrival, show them around the venue, introduce them to the key members of your crew, escort them to their dressing room, and be available throughout the day or evening to handle any requests or issues.
For larger events with multiple artists, you may need several artist liaisons, each assigned to specific acts. Our comprehensive backstage management guide covers the liaison role in full detail.
Load-in and sound check
The load-in period sets the tone for the entire event. Make sure the loading bay or access point is clear, and that someone is available to direct the artist's vehicle to the right place. For events in city centres or venues without dedicated loading bays, arrange parking permits or temporary loading access in advance.
Provide assistance with carrying equipment if needed. Even a couple of crew members helping to carry gear from the van to the stage can save significant time and goodwill.
Sound check is the artist's opportunity to familiarise themselves with the room, adjust their monitor mix, and run through any technically demanding sections of their set. Respect the allocated time and avoid cutting it short. If the schedule is running behind, communicate honestly with the artist rather than silently squeezing their sound check time.
For smaller events where sound check time is limited, prioritise the headline act. Support acts can often work with a shorter line check (testing each input briefly) rather than a full sound check, provided the sound engineer has a competent setup.
Catering and hospitality
Feeding artists properly is one of the simplest and most appreciated aspects of backstage support. The hospitality rider will specify dietary preferences, but even for low-key events, providing hot food, snacks, and a range of drinks (including non-alcoholic options) shows that you take artist welfare seriously.
Timing matters. Artists arriving after a long drive need food and drink available immediately, not in two hours. Similarly, some artists prefer to eat before performing rather than after, and vice versa. Ask about preferences and accommodate them where possible.
If your budget does not stretch to catered meals, a buyout is a common alternative. This is a cash amount (often £15 to £25 per person) given to the artist so they can buy their own food. This is perfectly acceptable and gives the artist flexibility.
During the performance
While the artist is on stage, the backstage team's job continues. Ensure the dressing room remains secure and that the artist's belongings are safe. Keep the backstage area clear of unauthorised people. Have towels and water ready at the side of the stage for when the artist comes off.
If there are any issues during the performance (technical problems, audience incidents, schedule changes), communicate with the artist's tour manager or designated representative rather than trying to signal to the artist on stage. Disrupting a performance should be an absolute last resort.
After the show
Post-show, the artist will typically return to the dressing room to cool down, change, and decompress. Give them space and time before expecting them to socialise, pose for photos, or deal with any post-show business.
Have the agreed payment ready. If payment is by bank transfer, confirm the transfer has been initiated. If cash, have the exact amount in an envelope with a receipt. Prompt, hassle-free payment is one of the strongest signals that you run a professional operation.
Assist with load-out as you did with load-in. Make sure the vehicle access point is clear, and offer help carrying equipment. A smooth load-out after a long show is genuinely appreciated.
Small touches that make a difference
The difference between adequate backstage support and excellent backstage support often comes down to small touches:
A handwritten welcome note in the dressing room. Fresh flowers. A properly working Wi-Fi password written down and waiting for them. A mirror with good lighting. Clean, dry towels. A phone charger available in the dressing room. Hot water for tea and coffee that does not require a trek to the venue kitchen.
None of these costs much, but together they create an impression of care and attention that artists remember. And when artists remember your event positively, they tell other artists. That reputation becomes one of your strongest assets as an organiser.
For guidance on setting up green rooms and dressing rooms, see our article on creating artist-friendly green rooms. And for practical technical guidance, our sound production for small events guide covers the essentials of getting the sound right from sound check onwards.
