AI by NicheJob 3 of 6ChatGPTClaude
Build a show-advance sheet for touring acts from your own standing venue facts
Touring acts and their tour managers ask the same questions before every show: when can the act load in, when is soundcheck, when is the curfew, where can the van park, what is on the rider, and who is the contact on the night. The production manager and primary booker at The Cluny says he has worked in a venue “from production and running the room on the night to contracts, settlements and booking”. A one-page advance sheet built from your standing facts, and sent the same way each time, answers the routine questions before they are asked, and shows early what an act has not told you. It also carries one plain, optional question about whether the act or crew need anything arranged. The AI lays out the blank sheet and the covering email only. Rider caps and hospitality are the booker’s call, and any curfew you write is copied from your own premises licence conditions or notice and checked by the licence holder, not taken from AI.
Time: About 90 minutes once, then 10 minutes per showTool cost: you can start with a free AI tool
Steps
- In your own document, write the standing facts: load-in access and times, parking, soundcheck arrangements, house backline, doors time, stage times, merchandise arrangements, green room, settlement time and who does it, and the contact on the night. Write the curfew exactly as it appears in the conditions of your premises licence or any notice, and TBC beside anything not decided.
- Choose the one person who reads access answers (a role and a name in your own notes) and where answers are kept: your own records, not a shared inbox and not the AI tool. Write down what your venue can really provide for access, copied from your own access information.
- Run the prompt below with its brackets left as they are. Do not type an act, rider or access detail into the AI tool. You get an advance sheet template, a covering email and an empty per-show checklist.
- In your own document, fill the brackets from step 1. Ask the licence holder to check the curfew line against the licence, ask whoever agrees hospitality to check that line against the deal sheet for the show, and read the optional access question once more to check it asks nothing about any specific condition.
- Send the sheet with the show confirmation, attach your PRS set list form (see the event-record job above), and tick the checklist as answers arrive: done, chase or TBC. Pass any access answer only to the named person; record only “answer received: yes or no”.
The exact prompt
Write two things for a UK live music venue booker. 1. A one-page advance sheet template for [VENUE] with these headings in this order, each followed by the bracket shown: Load-in [LOAD-IN ACCESS AND TIMES]; Parking [PARKING]; Soundcheck [SOUNDCHECK ARRANGEMENT]; Backline and house kit [BACKLINE DETAILS]; Doors [DOORS TIME]; Stage times [STAGE TIMES]; Curfew [CURFEW COPIED FROM OUR PREMISES LICENCE CONDITIONS, CHECKED BY THE LICENCE HOLDER]; Merchandise [MERCH ARRANGEMENT]; Hospitality [AS AGREED FOR THIS SHOW, OR TO BE CONFIRMED]; Settlement [SETTLEMENT TIME AND WHO]; PRS set list form [FORM ATTACHED BY THE VENUE]; Contact on the night [ROLE AND PHONE: FOR THE VENUE TO COMPLETE]. Near the end add one plain, optional question asking whether there is anything the act or their team would like the venue to know or arrange to make their visit easier, with answers going to [NAMED PERSON, ROLE] only. Do not mention, suggest or ask about any specific condition, disability or health matter. 2. A covering email of under 150 words from [BOOKER NAME] at [VENUE] to [TOUR MANAGER OR ACT CONTACT] for [ACT] on [SHOW DATE], saying the advance sheet is attached and asking for a reply by [ADVANCE DEADLINE] with: arrival time, number of people travelling, technical needs or a link to their rider, and a contact for the day. Then a per-show checklist table with columns: item, sent (date), answer received (date), confirmed (yes, no or TBC), notes. Do not mention fees, splits or contract terms. Do not add any fact, promise or rider cap. RULES FOR THIS CHAT: I will give you only my own venue wording, headings and dates that I have typed in. I will not give you, and you must not ask for, any artist, agent, manager, promoter, ticket-buyer or staff name, email address, phone number or address, any bank or payment detail, any fee, split, deposit or contract term, any song title, writer or set list, any ticket-sale, door or invoice figure, or any licence number. Use the blanks in square brackets exactly as I give them. Do not invent fees, dates, figures, availability, terms, or facts about any act or any licence, and do not say what is standard, usual, owed or legal. Do not give legal, licensing, PRS, tax or accounting advice, and do not do any arithmetic: leave calculation cells empty. Where something is missing write [FOR THE VENUE TO COMPLETE]. Everything you write is a draft that a named person will check before anything is sent.
✓ Check before you send
- No act, rider or access detail was typed into the AI tool: every bracket was filled in your own document.
- The curfew line is copied from the conditions on your premises licence or notice, and the licence holder has checked it.
- The hospitality line is exactly what was agreed for the show in your deal sheet; anything not agreed says TBC.
- The access question is optional, appears once, and names the one person who reads the answers; answers are kept in your own records.
- The sheet and email restate no fee, split or contract term, promise no access feature the venue does not have, and say nothing about how they were drafted.
UK notes extra
- UK: Attitude is Everything and Independent Venue Week’s “Just Ask” guide for promoters quotes the solo artist Ruth Lyon: “Asking about access requirements for artists and crew should be as simple as asking for dietary requirements in riders and common practice.” It is charity practice guidance, not law, and this job states no legal duty about access. Attitude is Everything and Independent Venue Week: Just Ask, guide for promoters v2.0 (PDF; UK; charity practice guidance, not law).
- UK: an answer about access can reveal something about a person’s health. The ICO lists “data concerning health” among the special categories of personal data under the UK GDPR, which get extra protection. Keep access answers in your own records, share them only with the named person, and ask the ICO or your adviser what you must do: this job does not say. ICO: what is special category data? (UK).
- UK (England and Wales): the Licensing Act 2003 says that “For the purposes of this Act the following are licensable activities”, and the list includes “the provision of regulated entertainment”. Whether a particular show falls under your premises licence, an exemption or a temporary event notice, and what your finish time is, is for your licensing authority and the licence holder: this job states no licensing rule. A 2019 manual from Music Venue Trust tells operators “Take out your licence and have a look at it, see what sort you have and what the terms are.” legislation.gov.uk: Licensing Act 2003, section 1 (the page marks it as applying to England and Wales). Music Venue Trust, Mayor of London and Ticketmaster: How to Run a Grassroots Music Venue (PDF; UK; 2019, dated; interviews with venue operators, published by a campaigning charity with a ticketing-company partner).
- Jurisdiction: the venue wording in this job works anywhere. Items marked UK are UK rules or UK practice guidance. If your venue is outside the UK, the collecting society, licensing, personal data and marketing rules will differ: ask a local adviser, and do not rely on this page for them.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑