Routing A Tour

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Routing A Tour 〰️

Task: I planned and routed a tour while carefully managing finances to stay within the allocated budget. I ensured that the routing adheres to proximity clauses (i.e., avoids routing shows too close together geographically or within restricted timeframes) and accurately calculates the projected income from each stop. I Considered travel distances, venue capacities, expenses, and potential revenue at each location when designing the tour.

Tour Overview

  • 10-day tour for Dustin Bottoms (Oct 1-10)

  • 6 total days on the road with 4 show days

  • 3 band members and 1 crew member

  • Total route covers 1,483 miles across California

  • Shows in: SLO, LA, San Diego, Palo Alto, Chico, and Bakersfield

Route Planning Rationale

  • Starting in SLO: Logical starting point with moderate driving distance (136 miles) to build momentum

  • Strategic progression: Moved from SLO to LA to San Diego to efficiently cover Southern California

  • Travel day on Oct 4: Scheduled 300-mile transit day to reach Northern California

  • Northern California sequence: Palo Alto followed by Chico maximizes audience reach in different markets

  • Ending in Bakersfield: Final show positioned as a convenient last stop before tour conclusion

  • Rest days: Strategically placed OFF days (Oct 3, 6, 8, 10) to manage travel fatigue and longer drives

Financial Breakdown

  • Total Income: $14,100 ($8,100 from guarantees + $6,000 from merchandise sales)

  • Total Expenses: $9,835.16

  • Tour Profit: $4,264.84

  • Expense Ratio: 70% of revenue goes to expenses, allowing 30% profit margin

Key Expense Considerations

  • Transportation: $3,269.05 (33% of expenses)

    • Rental truck from Aunt Julie's: $2,250 for 9 days

    • Fuel costs based on 11 mpg at $6.55/gallon: $883.05

    • Parking and rideshares kept minimal but necessary: $136 total

  • Accommodations: $1,032 (10.5% of expenses)

    • 8 nights of lodging at $129/night for band and crew

    • No bus driver expenses (using rental truck instead)

  • Merchandise: $2,220 (22.5% of expenses)

    • T-shirt inventory ($2,100) represents significant investment but generates $6,000 in revenue

    • Square fees accounted for at 2% of revenue

  • Per Diems: $720 (7.3% of expenses)

    • $20 per day per person for 4 people over 9 days

    • Essential for maintaining morale and covering daily essentials

  • Crew Costs: $900 (9.2% of expenses)

    • Merch/Sound Manager at $100/day for 9 days

    • Single crew member handling multiple roles to minimize expenses

  • Insurance: $500 (5.1% of expenses)

    • Comprehensive insurance covering equipment, liability, workers comp, and rental truck

Tour Management Notes

  • No commissions: Tour budgeted without agent or management commissions to maximize profit

  • Contingency planning: 10% contingency ($894.11) included for unexpected expenses

  • Revenue maximization: LA and Chico shows have highest guarantees ($1,800 and $2,000)

  • Merchandise focus: Merch sales account for 43% of total income, requiring careful inventory management

  • Cost control: No rehearsal expenses, used existing equipment, and leveraged personal vehicle (Julie's van) for gear pickup

  • Route efficiency: Tour route minimizes backtracking while allowing reasonable daily drives (average 185 miles on travel days)

Risk Management

  • Insurance coverage: Comprehensive insurance package protects against equipment damage, liability, and injuries

  • Vehicle preparation: Budget includes $200 for truck maintenance/fixes during tour

  • Financial buffer: Contingency fund provides security against unforeseen costs

  • Strategic OFF days: Rest days positioned to prevent burnout and allow for schedule adjustments if needed