Elevating the Artist Experience: The Crucial Role of Hospitality in Live Events

At its core, event hospitality is the meticulous planning and execution of how a venue accommodates performers on the day of a show. It's about creating the proper and comfortable professional environment so that the show thrives, allowing artists to focus entirely on delivering their best to the audience. You often hear jokes about obscure rider requests, like a bowl of M&M's with all the green ones removed. While these can seem quirky, the nugget of knowledge in such requests is profound: if an artist walks in and sees that level of detail—even something as seemingly minor as a single-color candy bowl—it signals that everything else has been handled. It communicates a meticulous attention to detail, reassuring the artist that their technical needs, sound, lighting, and other critical elements are also perfectly in place. This subtle message builds confidence and lets the artist know it will be a good show.

The Many Facets of Exceptional Hospitality

Hospitality can manifest in a myriad of ways, ranging from simple thoughtful gestures to comprehensive logistical arrangements. It can include:

• Snacks and Drinks: Providing a well-stocked green room with a variety of beverages, healthy snacks, and perhaps some local favorites. This small touch can make a huge difference in an artist's energy levels throughout a demanding day.
• Meals and Buyouts: Arranging for delicious and timely meals, catering to dietary restrictions and preferences. For some artists, a "buyout"—a cash allowance for meals—might be preferred, offering flexibility to explore local dining options.
• Transportation: Ensuring seamless travel to and from the venue, airport, and hotel. This might involve comfortable vehicles, efficient scheduling, and clear communication.
• Hotels and Flights: Booking comfortable and convenient accommodation and arranging flights for artists and their touring party, often requiring careful coordination to meet specific needs and budgets.

As these elements demonstrate, hospitality can quickly become complex and, at times, quite expensive. The demands of each artist, outlined in their hospitality rider, can vary wildly, from specific brand requests to elaborate backstage setups. Managing these diverse needs efficiently is paramount to providing the best possible concert experience.

Now remember, just because an artist requests something, doesn't mean you have to fulfill it. Especially with up and coming artists, there are situations where you may 

Streamlining Hospitality with VenuePilot

The good news is that managing the intricacies of event hospitality doesn't have to be a daunting task. VenuePilot offers a full suite of hospitality tools designed to ensure venues have everything right.

With VenuePilot, you can:

• Generate and Track Riders for Every Single Artist: Centralize all artist rider information, ensuring no detail is missed.
• Ensure Correct Information: Keep artist preferences, dietary restrictions, and specific requests accurately recorded and easily accessible.
• Store Detailed Notes: Capture vital information and observations that can be pushed directly to your inbox as Gmail drafts, eliminating repetitive tasks and ensuring consistency across events. This means you only have to input information once.

Beyond its powerful hospitality features, VenuePilot is a comprehensive event venue management tool. Hospitality is just one piece of the puzzle that VenuePilot expertly handles, offering a complete ecosystem for running your venue, including:

• Booking: Streamlined processes for securing artists and events.
• Offers: Efficient creation and management of artist offers.
• Concerts: Comprehensive tools for organizing and promoting live shows.
• Tickets: User-friendly ticketing solutions with low fees.
• Production: Tools to manage technical and logistical aspects of a show.
• Closeout: Simplified financial reconciliation after events.
• Point of Sale: Integrated systems for concessions and merchandise.
• Tracking: Robust reporting and analytics for informed decision-making.
• Enterprise Hardware: Support for physical infrastructure.
• Mobile Solutions: On-the-go access and management capabilities.
• Native Website Integration: Seamlessly connect your venue's website with your event management system.
• White Label Apps (Pro Version): Customizable mobile apps for a branded experience.

Ultimately, by prioritizing and streamlining hospitality with tools like VenuePilot, venues can transform an ordinary performance into an extraordinary experience for artists and audiences alike, fostering positive relationships and ensuring unforgettable live events.