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Music Tour Itinerary Template

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A Music Tour Itinerary is a kind of itinerary information that is very much related to music tour activities. This is usually conducted by music organizations or music schools which is very helpful for students, participants, or delegates to get an instant overview of their day to day schedule for proper time management and scheduling of personal activities within the tour dates.

This Music Tour Itinerary PDF Template serves as the document for your delegates' preview of their schedule if you are running a tour event for your school or organization. If you are an event organizer, having this music tour itinerary PDF template handy and beneficial to your delegates. With having a PDF, you can be sure that the document is handy and easily readable in various devices, including smart phones.

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About Itinerary Templates

The journey of a thousand miles begins with a single step — or one carefully thought-out itinerary. Whether you’re a travel agent, event coordinator, wedding planner, or someone organizing an annual family road trip , you can instantly create schedules for any upcoming occasion with Jotform’s Itinerary PDF Templates.

Using our drag-and-drop PDF Editor , you can reorganize the itinerary template layout and include additional activity fields to help you plan every moment. When users fill out your customized itinerary form, their information will automatically be saved as PDFs that can easily be printed or sent electronically to everyone on the guest list. Once downloaded, these mobile-friendly PDF itineraries can quickly be accessed on phones, so even when internet isn’t available, everything can still go according to plan.

Frequently Asked Questions

1) what are the subtypes of itinerary templates.

There are itinerary templates for events, vacations, conferences — you name it! You can use travel itineraries — which include information about flights, hotels, tickets, vacation packages, and more — as well as business itineraries for conference schedules or meetings. Plus, you can fully personalize your itinerary for any trip you’re planning, whether that’s a road trip, a bachelor party, or an all-inclusive cruise.

2) What is the purpose of using an itinerary template?

The purpose of an itinerary template is to provide a structured plan for a trip or event. It outlines all the details of the event, including activities, schedules, budgets, to-do lists, and more. An itinerary template can help you organize and streamline the planning process both more productive and enjoyable, whether you’re putting on a conference or a small event for friends.

3) What are the benefits of using an itinerary template?

An itinerary template helps with time management and organization. It helps you lay out the details of an engagement in advance, saving you time and hassle once the event actually happens. Itinerary templates are also great for communicating details with others, as you can send them out to everyone involved to communicate logistics. Lastly, itinerary templates are useful when budgeting for expenses because you can estimate and track costs in one place.

4) How do I create an itinerary template?

You can create an itinerary by heading over to Jotform’s PDF templates library. We have you covered with multiple itinerary templates to choose from — no matter your needs. Simply pick the template that works best for you, click Use Template, and customize it in our PDF Editor. When you’re finished, you can share it via email or link or embed it in your website in seconds.

5) What information should be included in an itinerary template?

Generally, an itinerary template should include the major elements of the event or trip. For example, if you’re making a flight itinerary, make sure to include flight numbers, boarding times, terminals, and confirmation numbers.

If you’re making a conference itinerary, list the conference name, date, start time, location, sessions, and other details. Include a day-by-day or hour-by-hour breakdown of the schedule, depending on the length of your event.

The best way to construct an itinerary is to step back and think about all the information you would need to know as a traveler or attendee. This could include everything from budget and accommodation to meals and contact information, so take time to flesh out all the details.

6) Can I customize an itinerary template to suit my specific needs?

The beauty of the itinerary template is that you can adjust it to meet your requirements seamlessly. With Jotform’s intuitive drag-and-drop PDF Editor, you can rearrange sections, add new form fields, adjust fonts and colors, drop in your own logo, and much more. When you’re done, you can share it through email or a link with anyone who needs it. Plus, our mobile-friendly PDF itineraries work great on any phone, tablet, or computer, so your users can access them even if they’re traveling without a great internet connection.

7) Where can I find free itinerary templates online?

You can find free itinerary templates with a quick Google search. But, while there are many options to choose from, not all free itinerary templates are created equal. If you have to download a template as a Word document or PDF, editing them can get tricky, depending on which operating system or tools you use.

Jotform’s itinerary templates are completely free to use and easy to edit. Just choose the one you want to use, customize it in our PDF Editor, and you’re ready to go. You can create and share a robust itinerary in minutes.

8) How do I add accommodations and transportation details to an itinerary template?

You can add accommodation and transportation details to your itinerary template by replacing the text from the sections in one of our templates or by adding new sections to your itinerary.

You can include handy charts, color-block your sections, or create a snappy form design to make sure your users can absorb the information at a glance. To make your accommodation and transportation details even more organized, consider using standard formatting, bullet points, charts, and clear headings to enhance readability.

9) Can I share my itinerary template with others?

Yes! An itinerary wouldn’t be very useful if no one could see it except you — which is why Jotform has made this part as easy as possible. When you’re finished customizing your template, navigate to the Share button in the upper right corner of the PDF Editor. From there, you can create a link to share your document or invite users by email. You also have the option to grant private or company access, adjust permissions, and more.

10) Is it possible to create an itinerary template for multiple destinations?

Yes, you can create an itinerary template that covers multiple destinations for an event or trip! For example, if you’re organizing a company retreat with multiple destinations (think Chicago to New York or Paris to Berlin), you can create schedules for each location in the same itinerary. Put your stops on different pages or create separate charts with their activities. This way, you won’t have to send multiple documents to attendees.

11) Can I integrate a map or GPS coordinates into an itinerary template?

You can add a map as an image in your itinerary template to help guide attendees. You can also include information like the name and GPS coordinates of the destination in the template to make sure your attendees know where they’re headed.

12) How can an itinerary template help me stay organized during my trip?

An itinerary template can help you stay organized during your trip by eliminating unknown factors that may cost you time and money. For instance, if you book a bus to your day trip destination in advance, you won’t have to run around trying to find a way there the day of. An itinerary also helps you keep all the details about your day in one place so you won’t have to dig through your email searching for tickets or schedules.

One of the biggest perks of an itinerary is that it helps you manage your budget. Planning your budget in advance helps you estimate how much you’re going to spend and when, which also helps you add contingency funds should any surprises pop up.

And speaking of surprises — believe it or not, an itinerary can actually help with flexibility as well! Any trip will throw unexpected changes at you, but having your plans in one place will make it easier to rearrange specific activities or incorporate more time into your schedule with ease.

13) Are there any best practices for using an itinerary template?

There are several best practices that will help you get the most out of your itinerary template. The first one is to customize the template to your needs — adding all the details specific to your event will help you cover all your bases. Keep the information concise, so attendees don’t feel overwhelmed by too much text on the page.

It’s best to use a digital format such as a PDF for your itinerary, since paper itineraries are easy to lose or destroy. Be sure to share your document with all your attendees, so no one’s in the dark — and be sure to update it if any last-minute changes pop up!

14) How can I optimize my itinerary template to maximize my time during the trip?

Every itinerary will be different, depending on what each person enjoys. If you’re someone who likes to account for every minute of a trip, you can make a really robust itinerary. On the other hand, if you prefer to have some wiggle room, you can schedule one or two activities and leave the rest of your time to mosey around town.

In general, you can optimize your itinerary by prioritizing a couple must-see destinations and grouping activities together based on location. For example, if you’re headed to Barcelona and you’re most excited to see the Sagrada Familia, then you should plan a day in that part of town — and if a restaurant you wanted to try happens to be nearby, you can group those activities together.

It’s also wise to research transportation options in advance, because getting from one place to another often takes up the most time on trips. Be mindful of how long it’s going to take you to get somewhere — you might find it’s better to snag a cab than brave the train.

Lastly, plan in some buffer time and go with the flow! Nothing will ever go perfectly on a trip, but remember that it’s just as much about the journey as it is about the destination.

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How to Plan a Music Tour: AmptUp’s Tour Routing Tool

When you’re deciding on how to plan a music tour, the challenge is often finding the right tools to make it happen.

The dream is to create a geographically-targeted tour that meets the needs of your band, takes into consideration your audience, and gets you the most bang for your buck. Finding suitable Venues along the route you’re planning to travel along has always been the hard part. And there has been a lack of available tools to help.

More and more musicians are turning to AmptUp’s Tour Routing Tool , a game-changing platform that gives you the edge you need to plan a music tour.

We’ve done everything we can to help take the mystery out of touring , and this tool is at the heart of the work we’ve done.

7000 Venues

AmptUp’s Tour Routing Tool gives you access to more than 7000 live music venues across the US when planning a music tour.

You can use the map feature to easily pinpoint venues in the cities that you’d like to visit. Then you can create a custom pitch list with contact information for each one. Whether performing solo or with your bandmates, you’ll be able to plan a music tour from point A to B, even to point C and beyond.

See how to plan a music tour with our tour routing tool

Easier Searches

When deciding on how to plan a music tour for your band, our tool has searchability at its core.

Not only can you search for venues using laser-targeted filters, but venues searching in those cities will also be able to find your name in the search results. This is a key advantage— it’s the only place on the internet that venues can find touring bands before they announce their tour schedules.

Figuring out how to plan a music tour just got a whole lot easier.

Dashboard and Calendar

The ease of use doesn’t end there.

Inside the Musician Dashboard, you can stack up multiple tours and view key info such as start dates, number of locations, and starting cities. You can also add shows that have been booked off the platform right here, or in your calendar.

The additional TRT Dashboard gives you the ability to name your tour, apply filters such as Venue type, genre and capacity by stage, and customize a travel radius for each stop. Plus, if you find a venue that you’re interested in, you can check out their profile which includes the genres they represent, the number of stages and capacity, the social media links.

You can even see the equipment they have so you know what you’ll need to bring.

Messaging Center

When you’re ready to pitch an AmptUp Venue, you can use the Messaging Center to communicate with them.

This gives you more detailed information so you know what’s at stake and what you’re negotiating. Plus, when an offer is on the table, you can see it all in one place, and it even goes onto your calendar with the click of a button.

Communication with Venues is key when planning a music tour.

Demystifying how to plan a music tour

AmptUp’s Tour Routing Tool is an invaluable asset for musicians figuring out how to plan a music tour and take their music on the road.

With its detailed search filters, customizable pitch lists, and easy-to-use messaging center, the tool we’ve built into our platform that takes all the guesswork out of planning a music tour.

It also gives you access to more than 7000 venues across the US, ensuring you can find the perfect places to show off your music.

Whatever your touring plans may be, AmptUp is the first step to making them a reality.

music tour itinerary template

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7 Skills That All Great Tour Guides Possess

7 Skills That All Great Tour Guides Possess

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How to craft a brilliant tour itinerary that your guests will rave about

Carla Vianna

The best tour itineraries go beyond basic logistics and give guests a true sense of what to expect from their experience. 

If you’re unsure what this might look like, we’re here to help.

In this guide, you’ll find a step-by-step breakdown of how to create an excellent tour itinerary, as well as real-world examples of tour operators who nailed the assignment.

What is a tour itinerary?

A well-crafted tour itinerary provides your guests with clear expectations, ensuring that they make the most of their time during the tour.

At its simplest, it is a detailed plan outlining the events, activities, and locations included in a tour. It serves as a roadmap for the entire trip, providing a step-by-step guide for visitors.

Tour itineraries typically include information such as:

  • Dates and times
  • Destinations/stops
  • Activities and events
  • Accommodations and transportation (if included)

8 steps to create a tour itinerary

Whether your tour features historical landmarks, culinary experiences, or adventure activities, these are the steps to craft an itinerary that your guests rave about .

1. Define the tour objectives and theme

The first step in creating a tour itinerary is to outline the purpose of the experience. 

Are you educating your guests or entertaining them? 

Is your tour an outdoor adventure meant to thrill visitors, or a cultural immersion meant to inspire?

Next, you’ll want to conduct market research to answer the following questions:

  • Who are your competitors?
  • Who is your target audience?
  • What are the unique selling points of my tour?

The theme of your tour will guide the entire itinerary. It’ll ensure the experience remains coherent and is tailored to your specific audience. For example, if you’re running a historical walking tour in London, objectives might include providing in-depth insights into key historical periods and attracting history enthusiasts.

2. Research and select the destinations/stops of your tour

Identify and choose the specific locations and/or attractions to be included in the tour. Of course, this will depend on the nature of your tour. A multi-day tour operator will need to research multiple destinations, while someone who runs a walking tour will focus on specific sites within a particular city.

Don’t forget to consider factors like accessibility, popularity, and the overall flow of the itinerary. The destinations/stops on your tour should align with the overall theme defined in step one.

In our historical tour example, stops might include London’s most famous sites like the Tower of London and Buckingham Palace.

3. Determine the tour duration and dates

Now it’s time to decide the length of the tour and the specific dates it will take place. 

Consider the time needed to cover selected destinations/stops and the preferences of your target audience. You’ll also want to think about seasonal factors that might affect the tour, including weather and peak visitor months.

When you present guests with an itinerary, one of the first things they’ll look for is the tour duration and dates that it takes place. This allows them to plan ahead and commit to the experience.

Let’s say the historical walking tour in London lasts three hours and happens every Thursday through Sunday from 10 a.m. to 1 p.m. in the summer, taking advantage of the warm weather and daylight.

4. Plan a daily itinerary

Next, we’ll get to the nitty-gritty details of the tour. Every itinerary should include a day-by-day or hour-by-hour breakdown of activities, sightseeing, meals, and free time. 

As you’re planning, make sure to allocate specific time slots for each activity and factor in travel time between destinations/stops. It’s always nice to add in some leisure time for guests to explore a destination/stop on their own.

A detailed itinerary keeps the tour organized and sets the right expectations for your guests.

For example, the London itinerary might look like:

  • 10 a.m.: Meeting point at X spot.
  • 10:10 a.m.: Walking tour starts
  • 11 a.m.: Tower of London
  • 11:30 a.m.: Coffee break
  • Noon: Buckingham Palace
  • 1 p.m. End of tour

5. Arrange accommodations for multi-day tours

If you’re running a multi-day tour, you’ll also need to select suitable accommodations for overnight stays. It’s a good idea to not only research hotels in each destination, but visit them ahead of time to ensure they meet expectations.

Always consider factors like comfort, proximity to attractions, and budget. For a historically-themed trip around the U.K., for instance, you’d want to book centrally located hotels with historical significance, offering a blend of comfort and cultural immersion.

6. Plan transportation

Determine how the group will travel between each destination/stop. Choose the transportation method that makes the most sense for your tour, considering factors like weather, tour duration, and comfort. 

Efficient transportation ensures a smooth and timely flow of the tour. When your transportation is teed up beforehand, it will minimize disruptions during the tour.

For a multi-day tour across the U.K., you’d likely use a combination of high-speed trains and comfortable coaches. A walking tour, on the other hand, would get around by foot. However, if there’s a portion of the tour that requires taking public transportation, make sure to specify that in your itinerary.

7. Explain the meals and dining experiences included

Specify where and what participants will eat throughout the tour. Plan meals, considering local cuisines and popular eateries.

Sharing a meal not only makes a tour more fun but also gives the group space to connect. For tours that involve exploring a new destination, giving guests a taste of the local cuisine will make the experience even more memorable. 

The walking tour in London, for example, might make a pit stop at one of the oldest cafes in the city to enhance the tour’s narrative.

8. Communicate clearly

Communicate the tour itinerary clearly to participants before and during the tour. Promote the itinerary on your social channels to reel participants in, and send them the itinerary via email once they sign up. Clear communication will help minimize confusion and enhance guests’ sense of security.

For example, sending a detailed map of your walking tour and the stops you’ll make will give guests a concrete idea of what to expect.

5 examples of exceptional tour itineraries 

Let’s take a look at how operators put these practices to work.

1. London walking tour

london tour

This real-life London walking tour gives guests a comprehensive view of the full experience. The highlights are listed at the top of the page, ensuring guests learn about the best aspects of the tour first. Then the operator lists every single site that will be visited. Under the section “Tour Includes,” guests learn that the tour includes a “skip the line ticket” for the Tower of London and Westminster Abbey.

The operator then goes into full detail about the tour in paragraph form. Guests who read through the itinerary will know exactly what to expect — from gaining first entry into Westminster Abbey to a visit to the Crown Jewels.

2. Kayak, Bike & Brew

kayak bike and brew tour

Kayak, Bike & Brew offers a fun four-hour tour in Traverse City, Michigan. During the tour, guests will pedal and paddle to three breweries, all within walking distance of the river. A tour guide also takes guests through downtown Traverse City before finalizing the experience at a lounge for refreshments and games.

In the itinerary above, the operator breaks down the tour by hour. Guests are given a 30-minute timeframe to check in, which tells them when to show up for the tour. Then they’re given a solid idea of the time it’ll take to reach each brewery and how long they’ll have there.

Since this tour involves biking and kayaking, guests can get a sense of how long they’ll be doing each activity by looking at the itinerary. They can then decide whether the tour seems too strenuous for them.

The more detailed the itinerary, the better you’ll be able to attract the right guests for your experience.

3. Wynwood Graffiti Golf Cart Tour

graffiti tour example

This Miami tour operator sets itself apart from competitors by including a map with the tour itinerary. The tour involves taking guests around the artistic Wynwood neighborhood and introducing them to the famous street murals.

The itinerary itself explains where the tour starts; specific points of interest included in the journey; and how much time will be spent in each. The map, however, brings an additional layer of information to the itinerary. It gives guests a clear idea of the route they’ll be taking, allowing them to visualize the tour before booking. This additional information can give guests extra confidence to finalize a booking.

4. G Adventures Antarctica Tour

Antarctica example

G Adventures runs multi-day group tours around the world. Here is a great example of a multi-day tour itinerary, which involves more detailed descriptions than the other examples on this list.

The itinerary for this Antarctica trip lays out all the logistics that guests would be interested in knowing before booking:

  • Destinations

Transportation

  • Accommodation

The operator breaks down each day of the 11-day experience, ensuring guests know exactly what to expect before booking. Again, the map provides a wonderful visual representation of the journey guests will embark on if they book.

5. Full-Day Tour in Rio de Janeiro

rip tour itinerary example 5

If you look at the itinerary for this full-day tour in Rio de Janeiro, you might find that it’s just as detailed as the multi-day tour to Antarctica. That’s because the operator does an excellent job setting the stage for the experience. The itinerary explains each stop in detail, as well as specific points of interest that will be included on the way.

The itinerary also explains what is and isn’t included; for example, the admission ticket for the Maracanã soccer stadium is something guests will need to purchase on their own.

Another key point to note is that the operator informs guests exactly how much time will be spent at each stop. This gives guests an idea of how the tour will play out in real time.

An example tour itinerary template

Creating a tour itinerary from scratch can feel like a daunting task, especially if you’ve never created one before. Starting with a template can make the process a whole lot easier.

A well-designed template can serve as a foundational guide, providing the structure needed for you to organize all the tour details. 

You can find several design-forward templates on Canva, or head over to JotForm for even simpler templates . You can tailor the template to suit the specific needs and theme of your tour.

Here’s an example of a template for a multi-day tour:

Tour Overview

  • Tour Leader:
  • Emergency Contacts:

Daily Itinerary

Day 1: City Arrival

  • Morning: Arrival and check-in
  • Afternoon: Guided city tour
  • Evening: Welcome dinner

Day 2: Historical Exploration

  • Morning: Visit [Landmark 1]
  • Afternoon: Lunch at [Local eatery]
  • Evening: Cultural event

Accommodations

  • Address, Contact
  • Departure: [Departure Point]
  • In-destination Travel: [Transport Mode]
  • Return: [Return Point]

Notes and Reminders

  • Weather Considerations:
  • What to Pack:
  • Important Reminders:

10 Itinerary planning best practices 

Consider the following tips when creating your tour itinerary.

  • Understand your audience: Tailor your itinerary to the interests and preferences of your target audience. A personalized itinerary makes the experience more memorable, leading to better reviews and repeat business.
  • Balance the activities: Mix sightseeing, cultural experiences, and leisure time for a well-rounded itinerary. Of course, this will depend on the type of tour you’re providing. However, diversifying the stops on your walking tour is just as important as the variety of activities in a multi-day tour.
  • Consider travel time: Factor in travel durations between destinations/activities and communicate that to your guests. Realistic travel times ensure a relaxed and enjoyable pace.
  • Build in flexibility: Allow for free time and optional activities. This can lead to spontaneous discoveries and give participants some autonomy over the experience.
  • Engaging with locals: Interacting with local communities and businesses can make the tour feel more authentic. Plus, it gives you and your guests a chance to contribute positively to the places you visit.
  • Prioritize the highlights: Identify the must-see attractions/activities and allocate ample time for each of them. Your itinerary should mention the highlights that guests are expected to come across to add a layer of excitement before they get there.
  • Seamless transitions: Plan smooth transitions between activities and locations to keep the tour flowing smoothly.
  • Communication is key: Make your guests aware of the itinerary before and during your tour. Every time you reach a stop, let them know how long you’ll be there and what the next stop will be.
  • Be prepared for the weather: Consider seasonal weather and pack accordingly. If it’s going to be a very sunny day, remind guests to wear light clothing and wear sunscreen for a more comfortable tour experience.
  • Collect feedback: Gather feedback about the itinerary after the tour. Ask your guests what were their favorite stops, whether or not they felt rushed, and any recommendations they have to improve the experience.

5 common mistakes in crafting tour itineraries 

We know that building a tour itinerary isn’t always easy. We’ve looked into the top mistakes operators make when they’re building itineraries, with the idea of helping you avoid them as you’re working on yours.

Overpacking the schedule

An overpacked schedule leaves little room for flexibility. This can result in a rushed and stressful experience for visitors. Your itinerary should always have some breathing room for unexpected delays, spontaneous explorations, or simply enjoying the moment.

Carefully consider the time it takes to commute between one place and another. If you’re rushing, guests may feel stressed and might miss out on the essence of each destination/stop.

Ignoring audience preferences

There’s nothing worse than noticing that your guests are disconnected and disengaged from your tour. To avoid this, craft an itinerary that considers the interests and preferences of your target audience. Then pay close attention to guests during the tour. They may find certain activities uninteresting, which means you can move through those quicker than others.

This also involves listening to participant feedback. The continuous improvement of your tours relies on understanding the needs and preferences of your audience.

Underestimating physical demands

Failing to consider the physical demands of activities can strain your guests. If a guest signs up for a two-hour-long walking tour, and the tour ends up lasting twice as long, they’ll likely feel a bit thrown off. And tired! With this in mind, don’t forget to remind your guests about what to wear (i.e. comfortable walking shoes) or what to bring (i.e. sunscreen) to avoid discomfort.

Neglecting breaks and leisure time

A group of exhausted and unhappy customers won’t be able to enjoy the highlights of your tour — they’ll likely be focused on the next break or looking for a place to sit. Failing to include breaks and leisure time can lead to guest fatigue. Give your guests free time to relax, refresh, and appreciate their surroundings.

Omitting crucial details

Unclear communication about meeting points, schedules, or special requirements can leave your guests frustrated and confused. Your guests might miss out on key experiences due to misinformation.

In sum, these are some strategies and examples you can use to create tour itineraries that convert customers at first sight.

Writer Carla Vianna

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Itineraries.

  • Create a folder on your hard drive, name it something obvious like "Itineraries 2011" and put the itinerary template into that folder.
  • Open the template in Excel and immediately save it with a new name. I usually name mine the show location and date; for instance: Dallas TX 090211
  • Replace the info on the spreadsheet with your own.
  • Once you've entered all the info, save it as a PDF, email it to all pertinent parties, print out a few for the bus, and you're good to go.

You might also want to modify your base template to reflect certain information about your tour that never changes, i.e. bus driver or tour manager info, artist name, etc.

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The Nashville Musician's Survival Guide is available as a soft cover book and in ebook and Kindle versions. Also available at our on-line store is Eric's latest CD "Songs Without Words"..

My blog is where I get to share my thoughts, insights, and stories on a weekly basis. Not only has it been fun writing these articles over the past year, it has helped me better understand my own journey. There is almost as much info here as there is in the book, so check it out when you have a chance!

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How To Plan A Tour By An Artist In The Thick Of It

A singer on the road on tour crowd-surfing.

"I am two weeks out from a two month US tour and I just woke up from a nap at 8:23PM. Let me just give you one piece of advice: do not organise your own tour unless you have a good reason to."

When you think of touring, you probably imagine a dirty fifteen passenger van that smells like weed, McDonalds for every meal and dreamy moments getting ready before approaching your adoring fans. That's why I'm here to get you prepared for the reality of hitting the road.

Below, I've answered some of the most common questions artists ask about touring, from how to finance a music tour to how to choose where to tour.

To hone your skills as a band, producer, DJ or dancer, book a Pirate.com studio in the UK, US or Germany now .

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When should an artist start touring?

Have you released music? Specifically a body of work like an EP or album? I know from holding my own tour, without that, touring can still be fun but not very useful.

You might start touring to promote a record, if you've had something go viral on TikTok or Reels, or if you're opening for someone with an established fanbase.

You don't have to have a huge fanbase to tour, but I wouldn't recommend trying to headline a tour until you've built at least a small audience. Opening for larger acts is a great place to start - that's how you find new fans.

How to book a tour

It's likely that your favourite band who you see touring the world has an agent and/or a tour manager. A booking agent is someone who books and manages shows for you. Getting a booking agent is an important step in building a lasting career further down the line, but it is not necessary for someone starting out.

If you do not have an agent, the best thing to do is DM artists who have a solid touring repertoire, even if they're not super big. Ask to open for them and send them your music. Do that a hundred times over. Someone might actually respond and say yes. If they do, boom, you've booked your first tour and all you had to do was ask. However, when reaching out to acts you'd like to support, avoid sending a mass, non-personalised message. Try to ask artists who you actually respect and like.

If you're headlining your own tour, the best thing to do is start small. Play venues close to your hometown with other local artists - get involved in the scene and see what clicks. Touring doesn't have to mean a cross-country road trip. Building an audience in your city, state, or province is a great place to start.

music tour itinerary template

Who pays for the tour?

Unsigned artists pay for everything themselves and it can cost a lot of money. Prepare yourself mentally for that. Touring expenses might include: gas, band members, food, transportation, merchandise creation, lodgings and emergency funds. You can download a great music tour budget template here.

If you are opening for another act on tour, hopefully you are making a guarantee (a set amount of money for each night that you play). A normal guarantee is around $150 - $250 per show for a new artist. That is a huge piece of the financial puzzle and if you can arrange it before you hit the road you will be much less stressed.

How much does a music tour cost?

Depending on the kind of tour you're doing, expect to spend $5,000 or more. Credit cards with higher limits are helpful so you don't have to have all that cash up front, but it's better to have funds saved up ahead of time if possible.

If I'm being completely honest, I'm a hypocrite and I'm usually not fully financially prepared. However, I have learnt a few ways to keep costs down over the years:

  • Stay with friends and family where you can. Often they'll feed you as well.
  • Beg and borrow. Can you use your personal vehicle? Borrow one from a friend? Rent it at a homie discount?
  • Selling merchandise is everything. Make a t-shirt to sell at your shows and you might not lose all your money.
  • Don't eat out for every meal. Get a cooler and some groceries. My favourite tour van snacks are cheese sticks, salami and a whole cucumber (yes, I eat it like a corn dog). My go-to breakfast bits are yogurt packs and protein bars.

music tour itinerary template

Where should you go on tour?

If you are opening for an artist, you don't need to worry about this. However, if you're organising your own headline tour, I'd recommend finding out where your fans are and going to them.

Luckily, in 2021 we have a lot of data at our fingertips. Streaming platforms such as Spotify and Apple music offer artists direct information about where people are listening to their music. You can also use social media to ask your followers where they want to see you play.

How to get the most out of your tour

We've covered how to start touring as a band, now we need to talk about how to maximise your time on the road. This involves prioritisng logistics and PR before you head off.

Get organised before you board your tour vehicle. Organise your merch, keep a log of your gear and make a general tour itinerary to share with your bandmates and crew. You can find a useful tour itinerary template here.

The whole point of your tour is to promote your music, so go out there and promote it - create a list of things you can do in every city you visit. Whether it's visiting an indie radio station or meeting up with fans for lunch, everything you do to make new connections on the road is useful. Take pictures for social media content, contact local photographers and publications - get creative. The more you do in advance to schedule these extra things, the less stressful going from city to city is going to be.

This being said, be sure to allocate rest days while on tour and don't burn yourself out . Your mental and physical health are your greatest assets and if touring is going to be a huge toll on those things, maybe it's not the right time.

music tour itinerary template

Before you head off...

Touring is not for the faint hearted and shouldn't be something you rush into. I've said it before and I'll say it again, please ask yourself: Do I have a reason to tour? If you don't, wait until you do.

If I could turn back time, I would tell my younger artist self to slow down a little. I was so worried that if I didn't start touring immediately I would never "make it." This is not true, your time will come when you're ready.

Now, get out there and shred.

You can read more from Caroline Kingsbury here .

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Tour Itinerary Template

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Tour Budget

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Tour Reference Notes

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Tour Booking Guide

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Daily Bookkeeping Template

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Invoice Template

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Monthly Revenue Template

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Revenue Streams Checklist

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Service Record Template

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34 free travel itinerary templates (word, excel & pdf).

Free travel itinerary templates:  Your itinerary refers to your journey’s more detailed plan. Usually, highlights some places to be visited and the travel plan. By having itinerary templates, you will benefit from having the travel arrangement in one location for easier referencing and retrieval. 

Your travel plan is usually placed in the front of the folder full of your tickets, brochures, and confirmation receipts – this is also a good source to get information on the road. 

Although the information includes the travel plan for yourself or other people might contain different items, the basic structure was usually still retained. You can use your best itinerary templates.

Table of Contents

Benefits of Using an Itinerary Template

Traveling is an adventure! But planning for it can sometimes be stressful. That’s where a  travel itinerary template  can be your best friend.

  • All-In-One Location:  Say Goodbye to Chaos!

Do you have flight details in your email, hotel bookings on an app, and excursion times on a sticky note? Stop the madness! An itinerary template puts all these details in one simple place. Just open it up, and you’ll know what’s happening next.

  • Easy to Use:  No Tech Skills Needed!

You don’t have to be a computer genius to use an itinerary template. Most of it comes with clear fields for you to fill in. Just type your flight time here your hotel name there, and you’re done! It’s like filling out a fun quiz.

  • Be Organized:  Know What Comes After What

The best part about being organized is knowing what’s next. You see your trip like a story when you put your plans in an itinerary template. First, this happens, then that. You can enjoy the trip more when you know what’s coming up.

  • Shareable:  Keep Everyone in the Loop

Traveling with family or friends? Send them the itinerary template! That way, everyone knows the plan. If someone asks, “What time is dinner?” tell them to check the itinerary!

  • Free:  More Money for Fun Stuff!

The best things in life are free. Well, most travel itinerary templates are free, too! That means you can save cash for fun stuff like snacks, souvenirs, or an extra special adventure!

  • Time-Saving:  Quick Changes Made Easy

Plans change. Maybe it rains, and you can’t go to the beach. With an itinerary template, it’s super easy to swap things around. Just a few clicks, and you have a new plan!

  • Keeps You On Track:  No More Missing Out

Need to catch a flight or need to remember a dinner reservation? With an itinerary, you’ll get reminders. It’s like having a helpful friend who says, “Hey, time to go!”

  • Peace of Mind:  Worry Less, Enjoy More!

When you’re organized, you feel calmer. That means you can enjoy your trip more and less worrying about it.

Are you ready to try an  itinerary template ? Trust us, it will make your next trip so much easier! ????

Essential Elements in a Travel Itinerary

So you’re convinced that a travel itinerary template is a good idea. Great! But what should you include in it? Don’t fret; here’s a list of the  key things to put in your travel plan .

  • Title and Dates: What’s the Trip For?

Start with a striking title that sums up your trip. Are you going on a “Summer Adventure in Hawaii” or a “Weekend Getaway in Paris”? Include the dates so you always know the timeframe.

  • Names: Who’s Going?

If you’re traveling with other people, write down everyone’s name. It’s an easy way for everyone to know they’re looking at the right plan.

  • Departure and Arrival: Take-Off and Landing

Include details about when and where you’re starting and ending your journey. Include times, places, and how you’re getting there. Plane? Train? Automobile?

  • Transport Info: All Aboard!

Note any flight numbers, train cars, or other key details. It’s also smart to list any reservations and helpful phone numbers in case of delays.

  • Lodging: Home Away From Home

Where are you staying? Include the name, address, and check-in/check-out times for each place you sleep.

  • Activities: The Fun Stuff!

What’s a trip without cool stuff to do? List all the tours, visits, or shows you plan to attend. Add times and places so you remember.

  • Meetings: Can’t-Miss Appointments

Are you mixing a little business with pleasure? Include any meetings or important appointments you have. Who, what, where, and when—it all goes here.

  • Meals: Yummy in My Tummy

Planning to eat at that must-try café? Put it in the itinerary.

  • Free Time: Do What You Want

It’s your trip, after all! Include some blocks of free time for spontaneous fun.

  • Emergency Contacts: Just in Case

Include some emergency contacts, like local hospitals or a trusted friend back home.

  • Checklist: Remember!

Add a small list at the end for any last-minute things you need to do or bring. Passport? Snacks? It goes here.

That’s your  travel itinerary essentials  covered! With everything in your template, you’re ready for an awesome, stress-free trip! ????

Tips for Crafting a Useful Travel Itinerary

It isn’t just about jotting down names and places. Here are some tips.

Be Realistic: Time Matters!

Always consider how much time each activity will take. Keep your day manageable. You want time to enjoy the places you visit!

Group Activities by Location: Smart Mapping

Put things that are close to each other on the same day. This way, you spend less time moving and more time doing.

Always Have a Plan B: Be Flexible

Sometimes, things go differently than planned. Maybe it rains, or a place is closed. Have a backup plan, so you’re never stuck with nothing to do.

Check Opening Hours: No Unwanted Surprises

Imagine showing up at a museum you’re excited to visit, only to find it’s closed on Tuesdays. Check opening times in advance to avoid this.

Share It: Keep Everyone in the Loop

If you’re traveling with others, ensure everyone has a copy of the itinerary. You could even make a shared online version.

Local Customs and Laws: When in Rome.

Check for any local customs, rules, or laws you should know about, like dress codes at religious sites.

Remember Time Zones: Sync Up!

If you’re crossing time zones, adjust all your times so you’re always on local time.

Add Some Breathing Room: Take It Easy

Don’t schedule something every minute of every day. You’ll need some downtime to relax and soak it all in.

Include All Confirmation Numbers: Quick Access

For flights, hotels, and activities that require booking, include all confirmation numbers for quick and easy access.

Double-Check All Details: Be Sure, Be Safe

Before you finalize your itinerary, double-check all times, dates, and reservations.

Print and Digital: Best of Both Worlds

Have both a printed copy and a digital copy available. Technology can fail, and you might only sometimes have Wi-Fi.

Keep it Handy: Easy Access.

Put your itinerary somewhere easy to get to. Save it on your phone or put it in a pocket in your bag.

Free Travel Itinerary Templates

Free Travel Itinerary Templates 01

Free Travel Itinerary Templates 01

Free Travel Itinerary Templates 02

Free Travel Itinerary Templates 02

Free Travel Itinerary Templates 03

Free Travel Itinerary Templates 03

Free Travel Itinerary Templates 04

Free Travel Itinerary Templates 04

Free Travel Itinerary Templates 05

Free Travel Itinerary Templates 05

Free Travel Itinerary Templates 13

Free Travel Itinerary Templates 13

Free Travel Itinerary Templates 14

Free Travel Itinerary Templates 14

Free Travel Itinerary Templates 15

Free Travel Itinerary Templates 15

Travel Itinerary Template Word

Free Travel Itinerary Templates 06

Free Travel Itinerary Templates 06

Free Travel Itinerary Templates 07

Free Travel Itinerary Templates 07

Free Travel Itinerary Templates 08

Free Travel Itinerary Templates 08

Free Travel Itinerary Templates 09

Free Travel Itinerary Templates 09

Free Travel Itinerary Templates 10

Free Travel Itinerary Templates 10

Free Travel Itinerary Templates 11

Free Travel Itinerary Templates 11

Free Travel Itinerary Templates 12

Free Travel Itinerary Templates 12

Easy to Use

One of the best things about using a Word template is its simplicity. You don’t have to be a computer wizard to figure it out!

Customizable

Word lets you change fonts and colors and even add pictures. Make your template  truly your own .

You can open a Word document on almost any device. It’s super  easy to share  with family or travel buddies, too.

Pre-made Templates

Word offers a variety of  ready-to-use templates . Just plug in your details, and you’re good to go!

Checklist Features

You can add  checkboxes  next to each activity or place. It feels so good to check them off as you go!

Safe and Secure

You can easily  lock the document  to keep your travel plans private.

Great for Printing

Word documents  print beautifully . It is a great option if you like having a paper copy of your plans.

How to Use It

  • Open Word and choose a blank document or a pre-made template.
  • Fill in your travel details like flights, hotels, and fun stuff to do.
  • Add any  extra notes  or  checklists .
  • Save it, print it, or share it via email.

Tips for Using Word Templates

  • Spell-check : Always run a spell-check to avoid any errors.
  • Save Often : Keep up your hard work. Save your doc often!
  • Backup : Email a copy to yourself or save it in the cloud.

Using a Word template for your travel itinerary is a smart way to keep all your plans in one place. Give it a try for your next trip!

Free Travel Itinerary Templates Excel

Do you like spreadsheets?  Excel templates  offer even more ways to stay organized. You can sort your plans, filter them, and find what you need fast!

If you’ve been using regular Word documents or even pen and paper for your travel plans, it’s time to  upgrade to Excel ! Here’s why and how:

Easy to Edit: Change On-the-Go

Excel allows you to add or remove items quickly. If your plans change, delete a row or add a new one!

Sort and Filter: Find What You Need

Say you want to see all your flight details at once. Excel lets you sort and filter to find what you’re looking for in a snap.

Color Codes: Make It Pretty and Practical

Blue for sightseeing and red for meals. It makes it easier to understand your day at a glance.

Formulas: Count the Hours

You can use simple Excel formulas to add how much time each day’s activities will take.

Shareable: Easy to Send

Excel files are easily shared by email or cloud services like Google Drive. You can also password-protect it if it has sensitive data.

Collaborative: Teamwork Makes the Dream Work

Everyone can add their activities or notes in the same Excel sheet if you’re traveling with others. It’s a team itinerary!

Tabs for Days: One File, Many Uses

You can use different tabs for different parts of your trip. One tab for flights, another for hotels, and so on.

Links and Notes: Extra Info

You can add links to websites or notes with additional information in Excel.

Offline Access: Always Available

Once downloaded, Excel files are available even without internet access, making them reliable and handy.

Templates Galore: Start with a Bang

It is lots of pre-made Excel itinerary templates available online. It can give you a head start and create planning even quicker.

Itinerary Templates Excel

itinerary template excel

Itinerary Templates Free

itinerary template free

travel itinerary template

travel itinerary template

Vacation itinerary template

vacation itinerary template

Disney Itinerary Templates

Disney Itinerary Templates

Free business travel itinerary template excel

free business travel itinerary template excel

Weekly Itinerary Template

Weekly Itinerary Template

Birthday Itinerary Template

Birthday Itinerary Template

Daily itinerary planner

daily itinerary planner

Program Itinerary Template

Program Itinerary Template

Meeting Itinerary Template

Meeting Itinerary Template

Travel Itinerary Template PDF

Free Travel Itinerary Templates 16

Free Travel Itinerary Templates 16

Free Travel Itinerary Templates 17

Free Travel Itinerary Templates 17

Free Travel Itinerary Templates 18

Free Travel Itinerary Templates 18

Free Travel Itinerary Templates 19

Free Travel Itinerary Templates 19

Free Travel Itinerary Templates 20

Free Travel Itinerary Templates 20

Itinerary Template - Free Travel Itinerary Templates

Itinerary Template – Free Travel Itinerary Templates

Business Tour - Free Travel Itinerary Templates

Business Tour – Free Travel Itinerary Templates

Business Travel Diary- Free Travel Itinerary Templates

Business Travel Diary- Free Travel Itinerary Templates

Stable and Consistent

One of the biggest perks of using a PDF is that it looks the  same  on every device. No surprises!

Easy to Share

PDF files are  super easy to send  in an email or message. They can be opened on almost any gadget.

No Accidental Changes

Once you save it, it stays that way. You can’t accidentally mess up your plans!

Universal Acceptance

Almost all businesses can open and read PDFs. Most people can easily check your plans if you need to show them.

Password Protection

PDFs can be  locked  with a password. Your plans stay  safe and private .

Fantastic for Printing

If you like paper copies, PDFs print out  just how they look on screen .

  • Make your plans in any software that can be saved as a PDF.
  • Double-check all your details and  spelling .
  • Save or ‘print’ your plans as a PDF file.
  • Share or print your  snazzy  new PDF itinerary!

Tips for Using PDF Templates

  • Read-Only : Remember, most PDFs can’t be easily changed. Make sure all your info is correct before you save it.
  • Compatibility : Always ensure the people you share the PDF with can open it.
  • Document Size : PDFs with lots of pictures can get big. Keep an eye on the file size if you need to email it.

A PDF travel itinerary template is  rock-solid  for keeping your travel plans organized and easily accessible. It’s a popular option, especially if you want a file that stays how you made it.

Common Mistakes in Using Travel Itinerary Templates

Skipping the Details : One of the most common errors is  filling in all the blanks . It can lead to confusion during your trip.

Ignoring Time Zones : Many must remember to account for time zone changes. It can mess up your plans.

Overstuffing the Itinerary : It’s tempting to pack your day full of activities. But this leaves  no room for rest or unexpected events .

Forgetting to Share : If you’re traveling with others,  forgetting to share  the itinerary can make things hard for everyone.

Not Checking Operation Hours : Imagine going to a museum only to find it’s closed. Always  check the working hours  of places you want to visit.

Skipping Backup Plans : Weather changes. Plans fall through. Having  no Plan B  can ruin your day.

Bad Formatting : If your itinerary is hard to read, it’s almost useless. Make sure you use  clear and easy-to-read formats .

Not Updating : Sometimes plans change.  Only updating your template  can make sure you get all the things.

Ignoring Local Customs and Laws : Failing to account for local customs or laws can be embarrassing and sometimes problematic. Always do your  basic homework .

Not Double-Checking : A small mistake in flight numbers or hotel booking IDs can be a big hassle. Always  double-check your details .

Avoiding these common mistakes can make your itinerary a powerful tool for a smooth and enjoyable trip!

Traveling is more fun when you’re organized. Using a  travel itinerary template  can help a lot! So why wait? Download a free template today!

Additional Resources

Want to know more? Click the links below for free templates and helpful travel apps.

  • Free Itinerary Templates
  • Best Travel Apps

Happy traveling! ????

What Is a Travel Itinerary Template?

A travel itinerary template is like a  map for your trip . It shows where you need to go, what you’ll do, and when you’ll do it.

Where Can I Find Free Travel Itinerary Templates?

You can find free templates online, in apps, Excel, or Word. Some travel websites also offer them for  free .

Should My Template Be Detailed or Broad?

That depends on you! Some folks like a  minute-by-minute plan , while others want just the  big events  listed. Choose what works for you.

Can I Use the Same Template for Different Trips?

Yes, you can! Just  change the details  to fit your new trip.

What Should I Include in My Template?

Include key info like  flights, hotels, and activities . Remember  small but important details  like transport from the airport to the hotel.

Do I Need to Print My Itinerary?

Only sometimes. You could keep it on your phone. But a printed copy is good, just in case your phone  runs out of juice .

How Many Copies Should I Make?

It’s a good idea to have  more than one copy . Leave one with a friend or family member back home, keep one with you, and maybe have a  digital copy .

Can I Add Last-Minute Changes?

Yes, you can. Just  update all your copies  so you’re not working off old info.

What Do I Do If My Plans Change Mid-Trip?

No problem! Just  update your template . You can do it with a printed copy or update the digital one on your device.

Is It OK to Leave Free Time in My Plan?

Absolutely! It’s your trip, after all. Free time lets you  explore  or  rest  as you feel like it.

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The content creator team at calipsotree.com is dedicated to making topics accessible to everyone, with over 9 years of experience in writing and breaking down complex concepts into easy-to-understand articles that answer readers’ financial questions.

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COMMENTS

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    This Music Tour Itinerary PDF Template serves as the document for your delegates' preview of their schedule if you are running a tour event for your school or organization. If you are an event organizer, having this music tour itinerary PDF template handy and beneficial to your delegates. With having a PDF, you can be sure that the document is ...

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