Gig logistics

Plan the logistics of a gig

You need: The Plan gig logistics & crew permission.

1. Open the gig. In the Logistics card select Plan logistics (or Edit if something is already planned).
2. Fill in the sections you need: Transport, Schedule, At the venue (parking, access, technical notes), Accommodation, Crew & call times and Equipment. If the gig is linked to a venue, its load-in and parking are shown at the top of this section – see Venues.
3. In Crew & call times, select Add person, pick a member or Someone else, and set their Call time.
4. In Equipment, list each item with its quantity and who provides it – We bring, Venue, Rental or Not needed – and who is Responsible for bringing it; a note goes on the line under it. Or select From band equipment and tick items from the band's list – see Band equipment. Or select Use template for a ready-made list – see Band equipment. Things marked Not needed stay on the list crossed out.
5. Optionally tick Notify members about the update.
6. Select Save.

Result: The plan appears on the event page for everyone who can see logistics. Logistics is available for gigs and other events, not for rehearsals.

Build the concert day schedule

1. In the Schedule section, select Add to schedule.
2. Pick the Activity (for example Load-in, Soundcheck) or Custom item…, and enter Start, optionally End, Place and Note.
3. Set For: Crew, Band or Crew + Band.
4. Use Show to filter the list: All, Crew, Band or Shared.
5. Drag rows, or use the row menu (Move up, Move down, Duplicate, Delete). If the list is out of order, select Sort by time.
6. Select Save at the bottom of the page.

Result: The schedule shows on the event page in the Concert day card. A warning icon marks rows that overlap; "Ends after midnight (next day)." marks rows that run past midnight.

Several bands on one gig: the running order

You need: The Plan gig logistics & crew permission (everyone in the band sees the result).

1. Open the gig's logistics and select Add a running order in the Running order card. Your band is already there, marked you.
2. Set First set from, Changeover (min) and Soundchecks from. Soundchecks in reverse (headliner first) is on by default – the opener soundchecks last and stays set up.
3. Select Add a band for each band, with its name and, if you like, a link (Bandsintown, website). Put them in order with the arrows.
4. For each band set the length of its Soundcheck and Set, and the Changeover after (min) if it differs. The times are computed by themselves after every change.
5. To fix a time (the promoter says 21:00), type it into the band's Soundcheck or Set field – the grey placeholder shows the computed time. Clear it to go back to automatic. Then select Save.

Result: The gig page shows Running order ("You play 2nd of 3."). In the gig day your soundcheck and set are added by themselves and the changeovers around your set appear for the crew; the other bands' soundchecks and sets are shown greyed out for context. It's part of the Band plan.

Let Pulse plan the crew's day

You need: The driving time to the venue, and a soundcheck time or a start time on the event.

1. In Transport, enter the Driving time to the venue (min), or select Calculate (this needs the rehearsal room address in band settings and a venue on the event).
2. In Schedule, select Plan automatically.
3. Check Soundcheck, Crew (people), Packing (min) and Setup (min), and look at the preview.
4. Select Apply to schedule, check the rows and select Save.

Result: Pulse works backwards from the soundcheck: van pickup, packing, drive, setup, soundcheck. Rows you added or changed by hand stay when you plan again; only untouched automatic rows are replaced. Hover over the small icon on a row to see where it came from.

Plan cars and who rides with whom

1. In Transport, choose the type of Transport and, if needed, Van from the rental.
2. Select Add vehicle, or pick a car from Members' cars – it is added with its owner as the driver.
3. Set the Driver and the number of Seats.
4. Under Who rides where, choose a vehicle for each person on the gig.
5. Select Save.

Result: Everyone sees their car and fellow passengers in My logistics. If a car has more people than seats, a warning is shown. Members add their own cars in their profile – see Equipment & vehicles.

Sort out accommodation

1. In Accommodation, select Add place and fill in the type, name, address, check-in, check-out and booking details.
2. In the list of people (everyone in the lineup and the crew), set each person's Accommodation: Arranged by the band, Arranged by the host, Self-arranged, Not needed or Undecided.
3. For people staying at a place, pick the Place and optionally a Room.
4. Use Set everyone undecided to… to set the rest in one step.
5. Select Save.

Result: Warnings show who still has no accommodation sorted, or is arranged by the band without a place. Each person sees their place, room and roommates in My logistics.

See your own logistics

1. Open the gig.
2. My logistics shows your call time, your car and who you travel with, and your accommodation. The line at the bottom shows what is still pending.
3. Concert day shows the schedule. Switch between Both, Crew and Band, and between a list and a time scale.
4. In the Logistics card, tick Packed for equipment you are responsible for.

Result: You know when and where to be. My logistics appears only if you are in the lineup, on the crew, or have a car seat or accommodation on the gig.