Gig Admin
Live Performance Admin Checklist
Every live performance comes with admin that can make the difference between getting paid or not. This checklist covers everything from booking confirmation to post-gig follow-up, helping you stay organised and professional.
What this means in practice
Gig admin is the part of live music that protects the performance after the lights come up. It confirms the commercial deal, reduces day-of-show confusion, gives you evidence if payment is late and helps songwriting royalties reach the right people. For independent musicians, the admin should run in three phases: before the gig, on the day and after the gig. Before the gig, confirm the fee, timings, tech, travel, rider, cancellation and invoice process. On the day, keep evidence of performance and settlement. After the gig, invoice, report setlists where relevant and file the records. The answer is a repeatable system, not just a reminder to be organised. When the same checklist is used every time, payment, royalties and records become much easier to manage.
What this guide covers
Before the gig
Confirm the booker, fee, payment timing, invoice details, set length, billing, ticket arrangement, cancellation terms, load-in, sound check, backline, parking, hospitality, access needs and day-of-show contact. If the deal depends on ticket sales, ask how settlement will be calculated and when you will see the figures.
On the day
Bring the contact details, stage plot, tech spec, invoice details and any booking confirmation. Keep the final setlist, note changes to stage times, and save settlement sheets or messages confirming attendance and payment. If a problem happens, write down facts while they are fresh: who said what, when, and what was agreed.
After the gig
Send the invoice promptly, attach required references and diarise the payment deadline. Report eligible live performances through PRS as soon as possible, while the setlist and venue details are fresh. Then file the records with your accounts so the gig can be tracked for income, expenses, tax and future negotiation.
Complete Live Performance Checklist
- Get booking confirmation in writing with fee and payment terms
- Confirm load-in, sound check and stage times
- Send technical rider and confirm backline availability
- Agree any hospitality or travel arrangements
- Prepare setlist for PRS live claim
- Bring copies of contracts, invoices and contact details
- Invoice within 7 days of performance
- Submit eligible PRS live performance reports as soon as possible
- Follow up on unpaid invoices after due date
- File records for year-end tax return
This checklist is for general education only and is not legal, tax or financial advice.
Common mistakes to avoid
Records to keep
Educational Disclaimer: This guide is for general educational purposes only and does not constitute legal, tax or financial advice. The information provided is based on publicly available resources and may not reflect the most current legal developments. Always consult with qualified professionals for advice specific to your situation. Musicians Rights UK is not a trade union, collecting society, law firm, royalty collection society, publishing administrator or government body.
Quick answers
What admin should I do before a gig?
Confirm the fee, payment timing, cancellation terms, technical details, travel, rider, set length, invoice process and day-of-show contact in writing.
When should I report a live performance to PRS?
Report eligible performances as soon as possible while the setlist, venue and date details are fresh, and check PRS guidance for the relevant claim route.
What should I keep after a live show?
Keep the booking confirmation, final setlist, invoice, settlement sheet, payment proof, PRS report confirmation and any expense receipts.
Get more practical guidance
Join the Musicians Rights UK newsletter for free updates on contracts, royalties and fair pay.