Prism Tours allows you to group shows together as part of a tour and build tour-wide offers and settlements. Multi-night runs can also be built out as a tour deal in Prism.
Keep everything in one place: See all the shows on your tour in one place, and drill into any single show to view holds, offers and settlements, files, notes and more.
One deal, multiple shows: Build the artist's tour deal, and Prism will automatically add it to all the events on the tour.
Cross-collateralize your tour deal: Choose the cross-collateralize option when building your deal, and Prism will calculate the artist bonus after all your combined expenses are covered.
Create a Tour
Tours allows you to group and track details and financials across multiple events. Create and add events at the same time as a you create a Prism tour, or add existing events to your tours retroactively, if needed. Use a tour to track your multi-night runs, or even route multiple legs of a national tour. Either way, Prism's got you covered.
Add a New Event to a Tour
After adding the Event Name, create a new tour by typing the name of the tour and hitting Enter or select an existing tour from the dropdown. We recommend to add the name of the market to the Event Name for easier identification, for example, "HOU - Megan Thee Stallion" and "ATX - Megan Thee Stallion."
Create and Add Multiple Events to a Tour
If multiple dates have been highlighted on the calendar, after naming and creating the tour in the previous step, complete the rest of the information in the event builder and select an optional template to apply to the events. At the bottom of the sidebar, check the optional 'Dates as Single Events' box to save the selected dates as individual events. This creates separate holds or confirmed events at once, (as opposed to placing multiple holds or dates for a single event), and adds them to the new tour:
Add an Existing Event to a Tour
Add an existing event to a tour by going to the event page, then click the gear icon in the top right corner. On the Event Settings page in the "Tour Settings" section, either type the name of a new tour and hit Enter, or start typing the name of an existing tour to select it from the dropdown and add the event to it
Navigate to a Tour
If an event is part of a tour, the tour name will be displayed above the event name at the top of the event page. Clicking on the purple tour name will take you to the Tour Dashboard.
Alternatively, any holds that are a part of a Tour will have a link in their popup window from the calendar:
View and Manage Tour Events
The 'Shows' tab in the Tour's Dashboard displays all events in the tour, and provides multiple viewing options and editing capabilities for each event. Use the Table/List toggles to switch between views.
In the List view, click the 'Expand' button to see how each show in the tour is performing at a quick glance
In the Table view, click the familiar 'Columns' button to pull additional information and data points into the table, sorting by columns, as needed.
Create Additional Tour Events
In addition to creating events from the calendar and/or adding them to an existing tour, events can also be quickly created from the 'Events/Shows' tab. Click the purple 'Create Tour Show' button in the top right hand corner of the table.
Choose the status of the event and add an event name, contact (optional), venue, then select the date(s) from the inline calendar.
Click ‘Save and New’ to create the event and immediately start building another. Click ‘Save’ to create the event and take you back to the Tours table:
Update Templates or Artist Guarantees
Users with the appropriate permissions can apply templates directly from the Shows tab. Click the three-dot menu from the list or table view to apply or update event templates to the individual events in the tour:
The Contacts, Fixed Costs, Variable Costs, and Task sections can be configured to overwrite or add information when applying a template to an event by using the toggles on the right hand side. You can set the toggle defaults for each template in your settings, with the ability to adjust the behavior, as needed, at the time of application.
This allows for more customizable and flexible event setups, such as combining different venue and artist-specific costs on a tour (without needing to create a separate template for each unique combination).
The ‘Partner Deals and ‘Talent Deals’ sections of the template will be de-selected by default so they don’t interfere with any existing tour-level deals.
The last template applied to the event will be shown in its own column
Additionally, the artist GNT for each event can be updated in its own column, if needed. Click the 'Edit' button to update the amounts, and 'Done' to save your changes:
Create a Tour Deal
Tours gives you the ability to build one artist deal for all events on the tour. Revenue and Expenses will be tracked on the individual events and summarized in the Tour Offer.
Build a Tour Deal
To start, create events with Revenue (i.e. ticketing) and Expenses specified at the event level and then group the events in a Tour. The quickest way to do this is to apply event templates to the Events or Duplicate the Events and adjust the Revenue and Expenses as needed.
When building a tour deal, the artist deal will be built on the Tour's Talent tab. Navigate to the tour and select the Talent Tab. Here you will create a tour deal the same way you would on any other show by clicking the Add Artist button.
You have the ability to add different guarantees for each event grouped in your tour. You will also have a new option to cross-collateralize the deal to calculate the artist's bonus at the end of the Tour.
After saving the artist deal on the tour, the artist deal will appear on each individual event's Talent tab and be marked as a Tour Deal (see below). To make any changes to the Tour deal, edit the Tour deal on the Tour talent tab.
Note: Tour talent deals will be added to an event, alongside any other talent deals that are added to that individual event. If you apply an Event Template that already has a talent deal to an event on a tour, you'll see multiple deals -- the event-specific talent deal and the tour talent deal. You can remove the event-specific artist deal by clicking the three dot menu next to the offer button and selecting "Remove Artist" to leave only the tour talent deal.
Add Tour-Level Costs
In the Tour, click on the 'Costs' tab to add any tour-wide expenses. These Tour-level expenses function similarly to those on an individual event, with a few additional considerations:
They are only displayed (and factor into the math) on the tour-level documents, not on event-level documents.
They are only displayed (and factor into the math) on the tour-level documents if, and only if, a tour deal is cross-collateralized. Cross-collateralized deals calculate the payout after all expenses and revenue instead of summing each show's payout.
NOTE: Broadway tours now default to this setting, so this shouldn’t need to be enabled on a per-event basis, but it's always good to double-check!
Tour costs are labeled as "Tour" and displayed on the tour-level documents and on the tour-level internal settlement:
Generate a Tour Offer
After updating the individual events' Revenue and Expenses and creating the Tour Deal, generate the Tour Offer on the Tour's Talent tab by clicking the green Offer button.
The Tour Offer will summarize the payout across all shows in the tour, sum expenses across all events, and sum ticket revenue.
Confirm Tour Events
As tour dates start to confirm, mark the events as Confirmed as you would on any other event in Prism. Once all the events in the tour are confirmed, the Internal Settlement tab appear on the Tour page.
Settle a Tour
Keep track of Revenue and Expenses on the individual events throughout the tour or multi-night run. If you are using a ticketing integration, link each Prism event to the ticketing event and bring ticket counts into Prism in real time.
When the Tour or multi-night run ends and you have updated Revenue and Expenses, produce a Tour Settlement from the Tour's Talent tab. On the Tour's Talent tab, click the three dot menu next to the offer button, hover over Settlement and click "Preview." The Tour settlement will calculate the final payout and summarize all ticket Revenue and Expenses across all events.
Tour Adjustments
Adjustments can be created on any of the individual events under the 'Shows' tab in the Tour dashboard.
To add an adjustment, click into the three dot menu next to the 'Offer' button on the talent deal in an event. Enter the adjustment details and click 'Save'.
Click here to learn more about the different types of adjustments in Prism.
All of the adjustments from the events in a tour will get factored into the tour-level artist payout:
If you have any questions, contact support@prism.fm!