Attendance, shift and leave process for Concert promoters: show-night rosters and rest between tours
A concert day starts at noon and ends after the last car leaves. Rosters, rest after a run of shows and leave placed in the quiet weeks keep the team fit and the shows covered.
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Share your requirementsWhy attendance, shift and leave process matters in concert promoters
Promoter teams tend to work in sprints. The week of a big show can mean twenty hour days, and a tour can mean a month of travel. Then comes a lull in which leave piles up. Without a plan, people take leave right before a show, or are called back from it, and resentment builds on both sides.
A roster built around the show calendar helps. For each show it names who is in the office, who is at the venue and who is on call. After a run of shows, a rest rule applies. Leave is steered into the quiet weeks with early notice, and special requests are handled openly. Crew attendance on the night is noted by zone, which helps settle disputes after.
How to set it up
1. Build the roster from the show calendar
List each show with load-in, doors, show end and load-out times. Name the people for each phase.
2. Write a rest rule for runs of shows
State the time off that follows a tour or a cluster of shows and who is on call in that time.
3. Steer leave into quiet weeks
Share a leave calendar with show dates marked. Ask for early requests and explain refusals.
4. Record crew presence by zone
The zone lead notes who arrived, when they left and any changes. See attendance, shift and leave process.
5. Review the roster after each show
Check whether the roster was followed, who carried the late hours and what to change.
Check these first
Before changing anything, find out what is true today. These take an afternoon and use your own records.
- Compare the roster for the last show with who was actually present.
- Count leave days taken in the quiet weeks and in the weeks before shows.
- Ask producers how long they rested after the last run of shows.
- See whether zone leads keep any note of arrivals.
GullyHR can do this with you. Read how we approach attendance, shift and leave process in general, or share your requirements and we will tell you where to start.
Questions owners ask
Keep a short on-call list of trained crew, share changes by message at once and note the reason. Afterwards, update the roster and check that the changes were spread fairly.
Usually, with early notice of blackout dates and a fair explanation. Rotate approvals so the same person is not always refused, and ask a qualified professional about your obligations on leave.
A simple arrival and departure note by zone lead is enough to settle questions later. Share the rule with the crew before the night so there are no surprises.