Musician SOS: What To Do in an Emergency and How To Avoid One
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- musicians blog
- Updated: 07th November 2022
If you're organising an event and are deep in the thick of planning mode, it's time to look away. This article is strictly for musicians and event suppliers only.
We're taking a minute to discuss those unlikely (but possible) disaster situations. I'm talking breakdowns, illnesses, airport strikes and not forgetting... pandemics.
With 20 years in the industry and thousands of events under our belts, we thought we'd share our knowledge on how to avoid a gigging catastrophe and what to do if you find yourself in one.
We're going to break this down into four categories:
Travel
When it comes to travel, you are invariably at the mercy of others, whether that be other drivers, train companies or airport staff. Even so, there's a lot that you can do to avoid travel disasters if you come fully prepared.
Breakdown Cover
Every self-respecting musician or event supplier should come with adequate roadside cover, whether that's from the AA, RAC or other recognised national company.
Breakdown cover will get you out of most sticky situations on the road, including running out of petrol! (you silly billy)
The sticking point tends to be the level of cover taken out. The most basic level of cover will usually include roadside assistance and simple repairs, or failing that, towing your vehicle to the nearest garage.
However, we highly recommend taking out more substantial cover to ensure that your vehicle will be towed to any location in the country if it can't be fixed on the spot. It may cost a little more, but the peace of mind you'll have is absolutely worth it.
Vehicle Maintenance
As a respectable user of the road, you no doubt check your lights before every long trip. Don't you? Many of us are guilty of not paying enough attention to the maintenance of our vehicle, whether that be testing lights, topping up oil or just checking the fuel level.
To avoid any avoidable trouble on your journey, always check your vehicle before each gig using the easy-to-remember acronym, FLOWER:
- F - Fuel
- L - Lights
- O - Oil
- W - Water
- E - Electrics
- R - Rubber
Spare Tyres
A flat tyre is perhaps one of the most common situations you will likely find yourself in. If your vehicle isn't fitted with runflat tyres, you'll need to make sure you have a spare tyre in case of emergencies.
Although roadside cover will have your back, why not put aside an hour and practice changing a tyre so that you're fully prepared - trust us when we say it's a life skill worth having.
Your vehicle should already have a car jack and the required tools, so all you need is a good Youtube tutorial to get you started.
Jerry Can of Fuel
Running out of fuel is easily done, especially if you find yourself on a diverted backroad at 2am. Consider carrying a Jerry Can of fuel in the back to account for any situation.
Plan Your Route
It's hard to describe the stress experienced driving through central London with a set of directions printed off the AA website. But this is how many of us musicians earned our gigging stripes back in the early 2000s. I'm not even going to contemplate what it must have been like for those unfortunate enough to have been on the road pre-internet.
With that said, planning your route in advance is still essential. You'll need to take into account stops for fuel, meals, and toilet breaks. Most importantly, never underestimate the (ridiculous) amount of time it takes to pick up your bandmates.
Charge Your Phone
These days, every musician relies heavily on Sat Nav, Apple Maps and Google maps, but even this isn't foolproof. Always charge your phone before travelling, and take a charger with you for emergencies. In fact, why not invest in a portable USB charger that stays in your gig bag at all times.
Offline Navigation
What, no 4g?! If you're travelling to a venue out in the sticks, it's worth downloading the area map on Google Maps to ensure you have full offline navigation.
Arrive Early
You've planned your route and your bandwagon is in tip-top condition, but even that's a step short for the organised bandleader.
Always aim to arrive at least an hour before your scheduled arrival time. Whilst you may like to savour every last minute of home time before taking to the road, there's nothing quite like the satisfaction of driving with time on your side. You may find you have time to kill when you arrive, but that van's pretty much your second home already, isn't it?
Travel Emergencies
Ok, so you've covered every angle; you've planned your route, you're on time, and your van is in good working order. But what if that's not enough?
Even with the utmost attention to planning, you may unexpectedly come across closed roads and diversions due to an accident.
Inform the Venue, Client or Promoter
Hopefully, you've accounted for this in your journey time, but if you're going to be more than 10-15 minutes late, you'll need to call ahead and alert the venue or event planner of your situation.
While lateness is a serious faux par, your client would prefer to know you're running a little late than worry about whether you're on your way at all!
Always ensure you have more than one on-the-day contact. For weddings, it's better to contact the Best Man, wedding planner or venue staff than to worry the bride or groom on their special day.
What happens if you break down on your way to a gig?
If you break down on your way to a gig, you'll need to try your best to pull over to a safe spot, either on the hard shoulder, layby or service station.
It can take over an hour for breakdown cover to arrive, so first of all, check to see if it's an issue you can resolve yourself.
Flat Tyre:
Are your tyres runflat? If so, continue on your journey at a moderate speed. If not, do you have a spare tyre and can you change the tyre yourself?
Flat Battery:
Always carry jump leads with you on every journey. If your battery runs flat, you can jump start your vehicle from another vehicle (not electric/hybrid).
Overheated vehicle:
If the vehicle has overheated, turn your heating up full and let the engine cool down for 15-20 minutes. Hopefully, this will be enough to get you to the venue.
Phone Your Breakdown Service
If you can't solve the issue yourself, phone your breakdown recovery service. Remember to save the number on your phone beforehand and keep any documents in your vehicle.
What if I don't have breakdown cover?
If you don't have breakdown cover, don't panic, there are a few options.
You can sign up to most breakdown companies on the spot, even if you've just broken down. They may charge you an additional fee, but at least you won't be left stranded on the hard shoulder.
Rent a Car
If your breakdown cover only gets you to the closest garage, you'll still need to get to your gig in the fastest time possible.
One solution is to ask your breakdown service to take you to a van rental company. You can then quickly transfer your equipment and pick up your vehicle the next day. Don't forget that in the UK you must be 23 years old to hire a car and 25 to hire a van.
Hire a Taxi / Uber
If you managed to park safely, you might consider an Uber or taxi ride to the venue. That's easy for a solo act or duo, but if you're a function band, you'll need a fairly substantial vehicle, and depending on the distance, it will put you out of pocket.
When you find yourself in an emergency like this, you have to accept that this may not be a profitable day's work. The most important consideration is getting to the venue, keeping your client happy and getting home safely.
Airport Delays and Cancellations
Performing abroad brings another set of potential issues: Flight delays and cancellations.
When quoting for an event abroad, we usually recommend flying out the day before as a safeguard. If your flight gets cancelled, there's still time to reach your venue in good time. The issue here is that musicians invariably need to charge clients to cover the extra day's work, and sometimes, that's not viable.
If you are flying on the event date and things go wrong, always keep your client in the loop. Ensure you have several contact details for the day, including the venue, client and event planner. This way, they can look into alternative arrangements as a backup.
If your flight is cancelled, the only option at this stage is to try and book an alternative flight. A last-minute flight will be more expensive, so you'll need to get the OK from your client before booking.
Medical Emergencies
Every musician and vocalist has at some point been in a situation where they can't perform due to illness or injury.
It can be stressful and disappointing, but even with all the will in the world, there may be no choice but to 'dep it out' - especially if Covid has raised its wiery head once again.
Network of Musicians
As always, preparation is key. As a professional musician, you likely have a network of singers and musicians around you, so it's vital to keep these connections strong.
Be willing to step in when others are in need, even when it's a little out of your comfort zone. Don't forget that performing with new musicians is a fantastic learning experience and essential to honing your craft.
Rehearse with Deputy Musicians
Try to arrange rehearsals with your dep musicians so they're familiar with the setlist and can step in seamlessly. It's always good to have more than one dep on hand as availability can be limited during the busy summer period.
Join Online Groups
It's a good idea to join Whatsapp and Facebook groups focusing solely on dep musicians. If you suddenly come down with something, you can put the word out to see who's available in advance.
Find alternative acts
If a single member of a band is ill, it isn't usually a massive issue as there will always be someone available to cover. However, it's a different story if you're a named act or solo performer.
If you're too ill to perform, you'll need to speak to similar acts in your network to see if anyone's free. Contact your client to explain the situation and send them videos of potential replacements.
If you work with an agency, they can also put the word out to other acts on their roster.
Equipment
At some point, your equipment will let you down, so a backup plan is a must.
Before we consider mishaps on the night, ensure your equipment is regularly cleaned, PAT tested and safe for use in public.
PA System
Your PA system is the Achilles heel of your setup - it can quite literally make or break your act.
Service your amps, store equipment indoors, PAT test annually, and always bring backup equipment.
In reality, you probably already have backups that will get you through a gig. For example, if you use foldback monitors, you may be able to use these as front-of-house speakers.
If you use a crossover, you may well be using two or more power amps, giving you the option to move over to a single amp if required.
Consider buying a compact mixing desk as a backup in case your desk fails you, or heaven forbid, an over-zealous punter spills their beer all over your equipment!
Consider every eventuality because these things never happen until they do.
Backup Gear Checklist
In addition to the above, we also recommend bringing backups of all the following:
Accessories:
- Jack leads
- XLR leads
- Kettle/Power leads
- Multiple extension leads
Guitarists
- Guitar
- Guitar strings
- Amp simulator pedal
Drummers:
- Sticks
- Kick Pedal
- Drum skins
Keys
- Keyboard
- Pedal
- Power Adapter
Stay Calm
If something goes wrong, stay calm and don't let it ruin the show. Let guests know you'll need a few minutes to sort yourselves out and get a playlist on to avoid any awkward silences.
Admin Issues
Booking system
Whilst medical, travel and equipment issues may sometimes be unavoidable, admin errors are less forgivable.
Your band is your business, and that means you'll need to be methodical in how you run it. Even if you don't use a fancy CRM or booking system, you'll need systems in place to avoid double-booking and ensure all your musicians are available.
Google calendar
The starting point is to create a Google calendar that all band members can access. Your bookings will be available for all, and your musicians can add their unavailable dates. As long as everyone keeps their availability up-to-date, this should be all you need. Avoid syncing issues by using the Google desktop or calendar app instead of third-party apps.
If you run more than one act, consider looking into a CRM (Customer Relationship Management) or dedicated booking system to improve your productivity and organisational skills.
Group Chat
Ensure all details about the day are discussed within the same group chat, so everyone's on the same page. Once specifics about a booking are confirmed, add them to the Google event for all to see.
Facebook Messenger and WhatsApp are fine, but it can soon get confusing when you have three gigs in one weekend.
Consider using Slack. It's a great tool to manage communication between band members, allowing you to discuss different gigs on separate threads and share documents with ease.
Conclusion
Hopefully, you're reading this in the comfort of your own home and not on the hard shoulder! Avoiding an emergency is clearly better than dealing with one, and if you put the required effort in beforehand, you should be well on your way to a stress-free summer.
Join us at Bands For Hire
Here at Bands For Hire we like to set the mark high. If you think you’ve got what it takes to be part of our roster, we’d love to hear from you.
Written by Adam Mezzatesta, Founder at Bands For Hire Ltd
