The complete operational guide for Frozen Bars Tour 2028 — roles, daily schedules, logistics protocols, show-day procedures, and emergency contacts.
The Frozen Bars Tour 2028 operates with a lean, multi-role team of 6–8 core staff. Each team member carries defined responsibilities but is expected to support the broader team as needed. This is a touring environment — flexibility is essential.
All items below must be completed and confirmed before the tour departs from Vancouver. Final review meeting 72 hours before Day 1.
The following schedule applies to standard tour days with an evening show. Adjusted schedules for travel-only days and double-show days will be circulated by the Tour Manager 24 hours in advance.
The Tour Manager must advance every show minimum 48 hours in advance. This means confirming: load-in time, stage dimensions, PA/sound system specs, lighting, dressing room availability, guest list procedure, merch table location, parking for tour van, and venue emergency protocols.
A standard stage plot and technical rider must be on file for every venue. Minimum requirements: 4-monitor mix, minimum 15-amp power runs to merch table, 2 microphones + stands, DJ booth/table if applicable, and working stage lighting. Any deviations must be escalated to Tour Director by 48 hours prior.
Guest list maximum: 20 per show. Tour Director approves all additions over 10 names. Artist's personal list: 5 names max per artist. All guest list names submitted to venue by 5:00 PM on show day. No additions after doors open.
Title and Major sponsors are entitled to on-site activation. The Tour Manager confirms activation setup requirements 48 hours in advance with the sponsor rep. Activation must be fully set up before doors open. Media Producer captures all activation moments for social content and sponsor reporting.
Any incident (medical, security, equipment failure) is escalated immediately to Tour Manager, then Tour Director. Venue security takes lead on crowd incidents. Tour Director communicates with venue management. No public statements until Tour Director approves. All incidents logged in incident report form (see Section 9).
Primary tour transport is a 15-passenger van with cargo trailer or cargo rack. Driver rota must be set before departure — no driver exceeds 6 hours continuous driving. Tour Manager holds the rental agreement. All drivers must have valid provincial license.
| Leg | Route | Distance | Drive Time | Mode |
|---|---|---|---|---|
| Leg 1 | Vancouver → Kelowna | ~390 km | ~4 hrs | Van |
| Leg 2 | Kelowna → Calgary | ~610 km | ~6 hrs | Van |
| Leg 3 | Calgary → Edmonton | ~300 km | ~3 hrs | Van |
| Leg 4 | Edmonton → Saskatoon | ~520 km | ~5 hrs | Van |
| Leg 5 | Saskatoon → Winnipeg | ~780 km | ~7.5 hrs | Van (overnight option) |
| Total Route Distance | ~2,600 km | |||
All team members receive a daily per diem for meals: $50/day CAD. Per diem paid in cash every 3 days by Tour Manager. Receipts are not required for per diem — it is a flat daily allowance. Any expenses above per diem are the responsibility of the individual unless pre-approved by Tour Director.
Two rooms per 4-person group. Tour Manager and Tour Director share (or separate rooms where budget allows). Artists roomed separately from crew. Room assignments communicated 24 hours in advance. Hotel check-out by 10:00 AM unless late check-out negotiated by Tour Manager.
The merch table is a primary revenue stream. Every member of the team who is not on stage or on camera duty during the show is expected to assist at the merch table during the post-show rush.
Every transaction is logged in the merch tracking spreadsheet (Google Sheets, shared with Tour Director). End-of-night: cash counted, card sales reconciled, inventory updated. Discrepancies over $20 must be noted and reported.
Merch stock locked in van/trailer at all times when not at table. Merch Manager holds the inventory key. Any theft or loss reported immediately to Tour Director. Show-day limited drops locked until 30 minutes before show — creates urgency and prevents early sell-out.
| Platform | Daily Target | Content Type | Owner |
|---|---|---|---|
| Instagram Feed | 1 post/day | Show highlights, city shots | Marketing Manager |
| Instagram Stories | 4–6 stories/day | BTS, real-time, polls | Marketing Manager |
| TikTok | 1–2 videos/day | Freestyles, crowd reactions, clips | Media Producer |
| YouTube | 1 episode/city | Full city episode (5–15 min) | Media Producer |
| X (Twitter) | 3–5 posts/day | Quotes, results, announcements | Marketing Manager |
| 1 post/day | Show events, ticket links | Marketing Manager |
The Media Producer must capture the following on every show day: arrival in city (establishing shot), venue exterior, load-in, sound check, green room, crowd arrival, full show (minimum 2 angles), merch table during rush, and post-show team debrief. All footage backed up to cloud storage daily.
No team member may post show-related content before the Tour Director's "post window" opens (typically 30 minutes after doors). No posting of undisclosed sponsor mentions. No posting of artist personal content without explicit consent. All sponsor-tagged content must be approved by Tour Director before posting.
Tour Director holds the master float. Daily expenditures require Tour Manager approval for amounts under $200, Tour Director approval for amounts over $200. All receipts collected and photographed to cloud storage same day. End-of-tour reconciliation against budget within 7 days of final show.
Ticket revenue flows through the ticketing platform (Eventbrite/Showpass) to the tour bank account. Payout schedule confirmed with platform before launch. Night-of door sales (cash/card) are Tour Manager's responsibility — counted and logged each night.
Title and Major Sponsors: 50% deposit due 60 days before tour launch, balance due 14 days before. Supporting Sponsors: full payment due 30 days before tour launch. No sponsor activation commences until deposit received. Tour Director manages all sponsor billing.
Tour Manager submits a nightly financial summary to Tour Director: door receipts + merch receipts + expenses paid = daily P&L. Running tour total updated in the shared financial spreadsheet. This document is reviewed by both Tour Director and 3ON Entertainment Group leadership weekly.
Emergency Priority Order: 1. Ensure safety of all persons. 2. Call 911 if required. 3. Notify Tour Manager. 4. Notify Tour Director. 5. Document incident. 6. Contact venue management. 7. Contact legal/insurance if applicable.
First aid kit location: tour van, always accessible. Nearest hospital must be identified by Tour Manager upon arriving in each city and shared on group chat. If an artist or crew member requires emergency medical attention, show may be delayed or cancelled at Tour Director's discretion. All team members have basic first aid certification recommended.
If a show must be cancelled (venue failure, medical emergency, force majeure): Tour Director makes final call. Ticketing platform notified immediately for refund processing. Public statement approved by Tour Director before release. Sponsor notified within 2 hours. Attempt to reschedule within the tour window if possible.
Venue security handles all crowd incidents. Tour team does not physically intervene in crowd altercations. If an incident involves a tour team member, Tour Manager removes them from the situation immediately and notifies Tour Director. Any involvement of law enforcement is documented and reported to 3ON Entertainment Group legal contact.
| Role | Contact | When to Call |
|---|---|---|
| Tour Director | Provided pre-tour | All major decisions / emergencies |
| Tour Manager | Provided pre-tour | Daily ops / show issues |
| 3ON Legal Contact | Provided pre-tour | Legal / police involvement |
| Insurance Provider | On policy document | Claims / incident reports |
| Emergency Services | 911 | Medical / fire / police |
Primary internal communication is via Signal group chat (encrypted). All tour logistics, schedule changes, and critical updates go through this channel. Everyone is expected to check the group chat minimum once every 2 hours while on tour. Urgent matters: call directly.
All public-facing communications (social media, press statements, interviews, sponsor communications) are approved by Tour Director. No individual team member speaks to press on behalf of the tour without explicit permission. Artist interviews are coordinated through Artist Manager only.
No show content (video, photos, setlists) to be shared publicly before Tour Director opens the post window. Special embargo applies to documentary footage — nothing from the documentary is posted to social without explicit Media Producer and Tour Director approval.
Final Note: This handbook is a living document. Updates will be communicated via the tour group chat. Every team member is responsible for reading and understanding their section. Questions go to Tour Manager first, then Tour Director. Let's make this tour exceptional.
Official contracts, agreements, and operational forms for the Frozen Bars Tour. All documents are print-ready and can be customized with specific details for each use case.
Usage Note: All templates contain {{placeholder}} fields that should be replaced with actual information before use. Documents are designed for professional printing and legal review. Consult with legal counsel before executing any contracts.