Meet & greet checklist for tour managers

When you advance the show

• Confirm the VIP time and where the group gathers before doors.
• Confirm the meet & greet room or spot, plus a backup if weather turns.
• Ask how VIP fans get in early and who on venue staff knows about it.
• Check whether the venue needs a list in advance.

The day before

• Send fans a reminder: time, meeting spot, ID, and whether they need their concert ticket.
• Check the VIP count against your cap and handle any refund or date-change requests.
• Pack the VIP items: laminates, signed posters, pens, merch bundles.

Show day

1. Be at the meeting spot 15 minutes early with the list open on your phone.
2. Check each fan in by name. Hand over VIP items as they check in.
3. Brief the group: how long, photo rules, what happens next.
4. Bring the artist in on time. Keep a steady pace so the last fan gets the same moment as the first.
5. Take the group photo before anyone leaves.
6. Walk the group to early entry or their spots.

After the show

• Note no-shows and anything that slowed the line.
• Share photos with fans while the night is fresh.
• Answer fan messages the next morning, not next week.

On Barricade, check-in runs from your phone: pull up the list, tap a name. No scanner and no extra app. Read the full guide to running your own tour VIP.