Tour plan – UK/Poland Acklement Quartet

24100883 – SHR5E018P~002 – Tour Plan & Commentary

SHR5E018P~002 01234567 Tour Plan & Commentary Template

Tour Schedule/Planner

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Schedule

The tour is split into the UK and Poland. For the UK we will set off from Leeds/Sheffield to the first location to play the first two shows consecutively in Scotland. We then have a day to allow for travel down to Middlesbrough with the first part of the day upon arrival to go on hike and coastal walk before checking in to the hotel gives everyone time to take care of them selves and address any issues or make calls to friends/family/partners. Then the following 3 days are consecutive with gigs as we move further south. After the last UK date we will be heading down to Great Dunmow, where I live, to park the cars and keep any unsold merch to allow us to pack light and head to the airport via bus. From here we will catch the flight into Krakow where we take the 300/209 bus into the centre of Krakow to meet our family friends who will also give us the merch which we ordered to their address which we will sort and distribute to each band member. We then have a day to go around the historic city as well as a trip into the salt mines. After we head to Poznan via 18/50 tram to Dworzec Główny Tunnel where there a connection to the train station where we get the IC3810 Kołobrzeg into Poznan followed by the 17 tram to the blue note. After the gig finishes we get the 159 bus to the airport in Poznan where we stay in the airport lounge to head back early the next day back to Stansted.

Glasgow – Slouch: Live Music Kitchen & Late Night Venue

Edinburgh – The Jazz Bar

Middlesbrough – Blues At The Bay

York – The Crescent Community Venue

Leeds – Sela bar

Nottingham – The Pelican Club

Klub pod jaszczurami – Kraków

Harris piano bar – Kraków

Blue Note – Poznań

Throughout the journey there are 3 main stop off points. Middlesbrough, Leeds and krakow in which we can easily do a cloths wash. Keeping us fresh through the rest of the journey and keeping on top of the hygiene of the musicians involved.

Cash Flow

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Finance

The band fee will be split 40% to me (tour manager/planner/bassist) and then 20% to the other members

Fuel will be split between both cars so the first day includes the travel up to Glasgow for the first show (journey from Leeds and Sheffield), from then on the fuel cost I will double to account for both cars and to account for the small trips from accommodation to venue I will add on £6. We each will have a daily allowance of £20 per dms for food for musicians. Travel costs will range from fuel to plane, train and bus tickets moving from venue to venue. We will have a load of merch with us to sell over the course of the tour. With getting the merchandise available abroad we are taking a similar approach to how High Fade would where we order a select amount of merchandise to Krakow in which we have some family friends who can store it just whilst we are out there and provide us with accommodation for the first couple of nights. For the final show we will be playing it and then immediately heading to the airport for an early morning flight back into Stansted.

For the merchandise pre-tour we will order two batches of the clothing. One will be taken around the UK with us whilst the other is delivered to family friends in Krakow of which we will we will pick up upon arrival with a far smaller load which will be distributed between the band to carry to each venue. Shirt printing at the bulk ~£2.54 per shirt and hoodies ~£16.42 per hoodie. The shipping cost to Krakow is ~10% of the order total (because this is a separate order first time orders get 10% off meaning for the Krakow batch the total won’t include shipping whereas the batch to UK will).

A good presumption is on tickets sold for the smaller gigs an average spending on merch per person is between £3-5 so we can add this is to see potential gains on the finance sheet. This will give us an estimated profit for what can be earnt at each venue.

We will be doing 2 signings throughout. 1 will be a hometown one in Leeds at Crash records to promote the evening gig at Sela as there isnt a presales list only an OTD fee. The next and final one will be at the Blue Note in Poznan which will mark the final show whilst also giving a little boost to sell as much of the merch as possible. We will also give some merch to the venue to sell as we don’t have any means to bring it back to the UK as it would break EU standards.

Also each venue is registered with PRS so 4.2% of the tickets will go back into the venue.

To also gain a slight amount of income during tour we will have a donation QR code set up for guests to optionally donate and also a pay as you want on merchandise like stickers, badges and CD’s. Some evenings will also host a raffle as an extra form of income.

Flights will be a one way from Stansted into Krakow Tickets come to ~£26-30 pp and then Poznan back to Stansted at a total of ~£91

We will be getting a few buses and trams around Poland the usual prices for these are around

Typical Ticket Prices (2026) Tramline

24-Hour Pass: 15 PLN – 26 PLN

Short Trip (15-20 min): 3.20 PLN – 4.00 PLN.

Single Ride / 60-75 min: 4.40 PLN – 6.00 PLN.

For the buses between 3 and 6 PLN (approx. £0.60–£1.20) for a single-trip ticket.

For estimating these cost I will be using the highest price to account for any possibility. With the flights as well I will add an additional cost of baggage being £9-39 as we are flying with Ryanair

The cymbals will come to £20 and the trumpet will be carried onto the flight. I can pack everything needed into my case around the bass and lock it up in a hard case for the hold £20.

Tech & Logistics

Stage Plot:

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Channel List

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Logistics

The band consists of drums, electric bass, trumpet and keyboard. Each one of us require a monitor but for some gigs bass & drums can share a monitor. The drums will require anywhere from 2-6 mics depending on the venue. The larger and higher capacity venues will have all these backlines accessible. The bassist has a pedalboard with a built in DI as well as a bass head which has a DI out, the bass amp can be mic’d up depending on the venue size/requirements. He will also need an extension cable to power the amp & pedalboard with the addition of a microphone as he is the band leader. The pianist will need power for a charger for his Ipad and 2 DI’s for an individual left and right signals. The trumpet player will only need a mic for balancing FOH levels, he also has a clip on mic if there isn’t enough space. Look at the channel list for specifics on mics and phantom power. The UK tour allows us to bring merchandise all the way across the UK without needing a carnet or any documentation of the products which we will be selling at each venue. Then for the merchandise in Poland we will order a smaller and more manageable load to a friend who will hold it until we arrive and allow us to go around any extra costs of transportation. We will also use a local sound engineer who will work on a flat fee for the evening of £100 and for the larger venues we can pay their in-house team between £200-£400 depending on the venue. We have a packed in a way to make the most efficient for each section and with having cases with wheels it decreases the potential of injury and fatigue over the course of the entire tour. Moving from each venue and arriving all locations for parking and drop offs are attacked in the tour planner. All venues have easy access to the main gig room in which we will set up in.

Projections

With the tour being 2 separate legs we will be using different transportation once abroad. With the Uk stretch we will be using 2 cars to travel between location which, because of the milage and distance we will be covering, this will put wear on the cars meaning that there will have to be some semi regular maintenance on the cars to make sure they are prepped for the journey. To account any issues or purchases on the journey there is a band pot accumulated through public funding and previous gigs to account for any of these issues or finances. Throughout we will be staying in hotels and friends houses. Travelling with the majority of gear needed for the entire tour means if any is stolen or broken it would result in cancellations. A step I have put in place is having friends/musicians who are around the areas (UK) who can lend us any equipment if there are issues with an addition of knowing where local music stores/warehouses are and having previous contact to see what their stock is and if it could serve as a suitable replacement until the issue is resolved.

We have a few rest days between the gigs to give people time to call or contact friends/family/partners to keep everyone in the healthiest mental state throughout. It also allows anyone some time to deal with any unpredicted circumstances which may come up. We are all close friends and have worked frequently with each other so understand each others struggles and ways to help each other push through any hardships.

We have multiple versions of routes and transport services for travelling abroad to make sure that if any are missed there is another reliable service which can get us to the destination in plenty of time.

During the UK journey we have looked at different diversions and routes between locations as well as making sure to check both the evening before and morning of travel to ensure there are no long delays or road incidents on route pre planned via google maps.

For the international part of the tour it means we will be taking a plane over to the first location which there can be eventualities of delays/cancellations or even luggage loss which is far more detrimental when in foreign territory. For this we have tagged each one of our bags with apple air tags to keep track of them at all times and with a potential of theft we have a small portion of money in physical form so we are not relying on digital payment methods for expenses and daily use or emergency use. For the journey between locations we will have the main transport route booked or prepared so any delays can be avoided however if any connections are missed between locations there will be a document of timings of either the same route or an alternate route to still get us to the next location.

Print extra copies of tickets and keep a saved pdf on any other device and also have a copy of everyones passport just as a precaution if anything is lost or stolen.