Jordan Ellis
When it comes to backstage hospitality, creating a positive experience for artists and crew is paramount. This involves ensuring a clean space, with separate areas for production, dressing rooms, and hospitality. A well-stocked green room with refreshments and healthy snacks is essential, along with water bottles or a refilling station. Backstage hospitality also extends to providing a comfortable ambiance with ideal lighting, sound, and temperature to keep artists relaxed before their performance. It is crucial to prepare for medical emergencies and have a designated expert to manage operations and address concerns. Ultimately, the goal is to cater to the artists' needs, creating a relaxed and well-supported environment that enables them to deliver their best performance.
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What You'll Learn
Cleanliness and layout
One of the most important considerations is hygiene. The backstage area should be cleaned regularly, ideally within the last 24 hours or since the last tour group came through. This includes ensuring that tables, chairs, and other surfaces are wiped down and free of dirt or debris. It is also essential to have hand towels or "stage towels" available for artists to wipe off sweat during their performance and to clean up any small spills. These towels should be black, clean, and soft to avoid leaving lint on the artist's face.
The layout of the backstage area should be carefully planned to facilitate workflow and minimise noise and smoke. Multiple hallways or floors can help achieve this, with production and artist dressing rooms separated to provide a quiet space for artists to rest and prepare. A greenroom, or common area, can also be included to store hospitality items and provide a space for crew to relax and socialise. This room can be equipped with fridges, tables, chairs, TVs, and other amenities.
It is also important to consider the lighting, sound, and temperature of the backstage area. Ideal settings will help keep artists and staff relaxed and ready to perform. Strong and steady wifi is also crucial for effective communication and coordination. Additionally, a separate production office should be included to manage the flow of the festival or event, providing a central location for staff, crew, and talent to address any concerns or issues.
Finally, it is essential to prepare for medical emergencies and critical situations. This includes providing a dedicated space for medical facilities backstage and around the venue to ensure prompt assistance in case of any health issues. By prioritising cleanliness and thoughtful layout design, the backstage area can become a functional and welcoming space that supports the success of the event.
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Food and drinks
Beverages:
It is crucial to have an assortment of drinks available, including water, which is the most essential item. Provide an adequate supply of bottled water, or for a more sustainable option, offer aluminium water bottles with a refilling station backstage. In addition to water, other drink options can include beer, liquor, wine, mixers, coconut water, and sports drinks like Gatorade. For a special touch, consider offering welcome drinks or bespoke music-themed cocktails to guests as they arrive.
Snacks and Meals:
Provide a variety of snacks to keep energy levels up throughout the day. Options can include meat and cheese platters, dried fruit, nuts, crackers, granola bars, chips and salsa, and fresh fruit and vegetable trays. It is also a good idea to offer some heartier options or light meals, such as pizzas, sandwiches, or wraps. Consider the number of people to be fed and preferred lunch or dinner menus, ensuring there is enough food for everyone.
Special Requests:
Some artists may have specific food and beverage requests, such as coffee beans from a particular local coffee shop or supplies for their personal chef who travels with them. It is important to communicate with the artist's management beforehand to understand any unique requirements and accommodate them as much as possible.
Post-Show Food:
Don't forget to provide food after the show. It is common for everyone to want to eat something after the performance, so having a spread of food ready backstage can be much appreciated. This could include a variety of options, from light snacks to more substantial meals, depending on the preferences of the artist and their team.
Remember, food and drinks are a crucial component of backstage hospitality, and getting it right can make a significant difference in the experience of the artists and their crew.
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Medical facilities
Space Allocation:
Allocate a dedicated space for medical facilities backstage. This space should be easily accessible and located near the artist dressing rooms and production area. The size of the medical room should be proportionate to the scale of the event and the number of individuals onsite. Ensure that the space is well-lit, clean, and equipped with the necessary medical supplies and equipment.
Medical Personnel:
Arrange for qualified medical professionals to be present backstage. This could include paramedics, nurses, or doctors, depending on the nature and scale of the event. Ensure that the medical personnel have the necessary credentials and are experienced in handling emergencies. They should be easily identifiable and equipped with communication devices to reach them promptly in case of any emergency.
Medical Supplies and Equipment:
Stock the medical room with essential supplies and equipment, including first aid kits, medications, and emergency response tools. Consider the specific needs of the artists and crew, such as allergy medications, specialized equipment for injury management, or any other specific medical requirements. Ensure that the medical personnel have access to a well-stocked pharmacy or the ability to procure additional supplies promptly if needed.
Evacuation and Emergency Response Plans:
Work closely with the medical professionals and your event management team to develop comprehensive evacuation and emergency response plans. Identify the nearest hospitals or medical facilities outside the venue and establish protocols for transporting individuals in need of advanced medical care. Ensure that all staff members are trained in basic first aid and are aware of the emergency response procedures, including evacuation routes and assembly points.
Accessibility:
Ensure that the medical facilities are accessible to all individuals, including those with disabilities or special needs. Provide clear signage to direct people to the medical room, and consider having multiple medical stations located strategically throughout the venue to reduce response times in case of an emergency.
By following these guidelines and working closely with medical professionals, you can ensure that your backstage area is well-equipped to handle a range of medical situations, providing a safe and healthy environment for everyone involved in the performance.
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Technical equipment
Reliable Internet Connection
A strong and steady Wi-Fi setup is crucial for backstage areas, especially in the centre of operations where production and management are based. This allows staff, crew, and talent to stay connected, access important information, and address any concerns or scheduling situations that may arise. A reliable internet connection also enables efficient communication between different teams and facilitates real-time problem-solving.
Backup Power and Equipment
It is always wise to prepare for potential technical glitches and power outages. Bringing in reserve and backup equipment, such as extra sound systems and lighting, can ensure that any technical issues are swiftly addressed. Additionally, consider power backup arrangements to prevent last-minute scrambles and stress caused by equipment failures. This includes having backup batteries, generators, or alternative power sources readily available.
Lighting and Temperature Control
The lighting and temperature backstage should be set to ideal levels to create a comfortable environment for artists and staff. Proper lighting is crucial not only for the comfort of the artists but also for technical reasons, ensuring that staff can clearly see what they are working with and move around safely. Temperature control is equally important, maintaining a pleasant atmosphere for everyone backstage.
Medical Facilities
As part of technical preparedness, it is essential to provide a dedicated space for medical facilities backstage. This includes having basic first aid supplies and equipment to handle minor injuries or illnesses. Additionally, event organisers should have a comprehensive plan for handling medical emergencies and critical situations, including evacuation protocols if needed.
Communication Devices
Ensure that artists and their teams have a direct line of communication with the event staff. Provide cell phone numbers of key contacts from the organising team, so that artists can easily reach out for any last-minute questions or requests. This fosters a supportive environment and ensures that potential issues can be promptly addressed.
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Artist comfort
Cleanliness and Vibe
A clean backstage area is essential. Ensure the space has been thoroughly cleaned within the last 24 hours, and provide hand towel-sized black stage towels for artists to wipe off sweat during their set. A pleasant backstage vibe is also crucial, and multiple hallways or floors can help to control noise, workflow, and smoke.
Food and Drink
Food and drinks are one of the most important components of any gig. Provide plenty of water bottles, and if possible, include a refilling station to reduce plastic waste. Offer a variety of healthy snacks to keep energy levels up, as artists may be onsite for many hours without a full meal.
Space and Relaxation
Artists need dedicated space and time to rest, recalibrate, and prepare for their performances. A comfortable and well-equipped green room is ideal for this, providing a common area separate from the dressing rooms. Ensure the lighting, sound, and temperature backstage are set to ideal levels to keep artists relaxed and ready to perform.
Medical Facilities and Emergency Preparedness
It is crucial to prepare for medical emergencies and have a designated space for medical facilities backstage and around the venue. Identify an expert on your team to brief and train staff on safety protocols and evacuation plans.
Rider Requests
A hospitality rider is a list of items requested by the artist and their crew, including groceries, drinks, and other requirements. While some requests may be unusual, it's important to provide the essentials, such as water, snacks, and clean towels. A simple thank-you card can also go a long way in making artists feel appreciated.
By focusing on these key areas, you can ensure the artists' comfort and help them deliver exceptional performances.
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Frequently asked questions
A hospitality rider is a list of hospitality items (groceries) that a touring party requests to be delivered backstage. It includes food and drinks for the artist and crew in between meals and alcohol for the day.
Some essential items to include in a hospitality rider are water bottles, healthy snacks, hand towels, and a basic thank you card.
It is important to ensure that the backstage area is clean and has the right ambiance with ideal lighting, sound, and temperature to keep artists relaxed and ready to perform. It is also crucial to prepare for medical emergencies and have a designated center of operations for staff, crew, and talent personnel to address any concerns or conflicts.
In certain situations, such as festivals with sponsors or Flat Deal engagements, the promoter typically provides and pays for hospitality. However, it is common for promoters to cross out items on the list before signing the contract to manage costs. Alternatively, they may offer "festival hospitality," which includes a generic, pre-determined set of items.
