The festival problem
A festival is not one booking. It is dozens of small tours landing on the same site in the same 72 hours, each with its own arrival city, rider, crew count and departure deadline. Handled act by act across different agents, the costs blur and the gaps appear on show day. Gig Travel runs the whole lineup as one operation with one point of contact for the festival team.
What we run for a festival
- Staggered arrivals and departures across the full lineup, sequenced against set times and soundchecks
- Room blocks near site, held early and released cleanly, with artist, crew and production tiers managed inside the same block
- Party splits per act: artists on one schedule, crew and backline on another, both visible to your production office
- Ground transport synced to landing times and set times, not booked in isolation
- Inbound international acts coordinated with their own tour managers and agents so nothing is double handled
- Rebooking at scale when weather, lineup changes or cancellations hit, at any hour
Billing built for promoters
Every cost is split per artist and per cost type, then consolidated into one account for the festival. That means artist advances reconcile cleanly, contra arrangements are visible, and the settlement pack does not require forensic work. Deposits and payment timing are structured around your cash flow, agreed up front.
Routing a headliner beyond your event? The same desk runs full tours.
Start with the lineup
Send the draft lineup, site location and event dates. We will map the travel exposure per act and hand back a consolidated budget before you lock offers. Urgency scales with the run sheet: forward planning gets careful numbers, and a lineup change in event week gets an answer at whatever hour it happens.
Budget the lineupQuestions we get asked
Can you bill per artist across a festival lineup?
Yes. Every flight, room and transfer is coded to the act it belongs to, then consolidated into one festival account. Per artist splits reconcile against artist advances and the settlement pack without manual sorting.
What happens when the lineup changes the week of the event?
We rebook or cancel the affected travel immediately and re-issue the movement schedule to your production office. Because the whole lineup sits in one file, a change to one act does not disturb the others.
Do you manage accommodation room blocks?
Yes. We negotiate and hold blocks near site early, manage the artist, crew and production tiers inside them, and handle attrition and release dates so the festival is not paying for empty rooms.
Can you work alongside our artist liaison team?
Yes. We supply movement schedules per act and per day in the format your liaison and production teams work from, and stay on call through the event window for changes.
How early should international acts be booked?
As soon as the act is confirmed. Inbound international fares, visa timing and freight lead times move faster than domestic, and early coordination with the act's own tour manager avoids double booking and double cost.