Festival Runner & Crew Resource
Stuff I wish someone told me before my first run.
Runner checklist
- Confirm the run sheet: pickup time, address, contact name & cell, flight numbers.
- Arrive 15 min early. Text the contact when you're on site.
- Phone charged + car charger, cables for guests.
- Cash and a company card for incidentals; keep every receipt.
- Water, mints, phone mount, printed backup of the day sheet.
Van prep
- Walk-around with the rental agent – photo every scratch, all four sides + roof line.
- Check tire pressure, wipers, A/C, and that every seat belt latches.
- 15-passenger? Confirm it's actually 15-pax before you leave the counter.
- Fill the tank before return – rental fuel charges hurt.
- Know your clearance: Sprinters don't fit every downtown garage.
Overnight driving safety
- Sleep before a long haul. No exceptions.
- Swap drivers every 2–3 hours; the shotgun seat stays awake.
- Plan fuel stops in daylight towns; West Texas gaps are long.
- Pull over for a 20-min nap if you nod once. Once.
- Share your live location with the tour manager.
What to keep in the van
- Gaff tape, zip ties, ratchet straps, multi-tool, flashlight.
- Phone chargers (USB-C, Lightning), power inverter, extension cord.
- Case of water, snacks, paper towels, wet wipes, trash bags.
- First-aid kit, umbrella, jumper cables, tire gauge.
- Printed venue load-in addresses + dock info.
How to invoice a run
- One invoice per show with a clear number (e.g. NR-ARTIST-YEAR).
- Line items: runs, mileage or vehicle cost, wait time, receipts.
- Vehicle rentals: daily rate + your markup, split across the shows it covered.
- Attach receipts and send within 48 hours of the run.
- Track paid vs. open every month – promoters' systems double-pay and miss-pay.
Festival list
Dates from official sites as of 2026-10-15.