Mobile tour timeline
How a tour runs, week by week.
Here is the timeline we use. Short tours compress it. Long tours repeat the middle. Every week has one owner on our side.
10 to 8 weeks out: shape it
- You give us the goal, the cities and the dates you can't move.
- We draft the route: stops, drive times, rest days, backup dates.
- We decide on the vehicle. Yours, rented or built.
- We list every permit and approval the route needs. Some cities need 30 days or more.
8 to 6 weeks out: lock it
- Vehicle booked. Insurance and driver approval started.
- Stop requests go out to retailers, venues and cities.
- Kit list written. Every item gets a name and a number.
- COIs issued with the right additional insureds.
6 to 3 weeks out: build it
- Kits built and counted.
- Tour lead and drivers confirmed. Local crews booked for each stop.
- Crew travel booked around the route: flights, hotels, mileage.
- Training: the brand, the vehicle, the load-in, the safety rules.
2 weeks to launch: test it
- Final stop confirmations. Every stop has an on-site contact and a parking plan.
- Kit checked out from the warehouse, logged in our crew app with photos.
- Dry run of load-in and load-out.
On the road: run it
- Crew checks in at each stop in the app.
- Kit checked on site and back in at the end of the day.
- Photos and a recap go to you within 48 hours of each stop.
- One person on our side owns problems. You get one call.
After: close it
- Final count on everything that went out and came back.
- Tour recap: stops, photos, notes and what we'd change.
- Vehicle returned, kits restocked, invoices reconciled.
Need the people too?
People are where we started. If you need brand ambassadors, tour staff or event crews, see event staffing, brand ambassadors and mobile tour staff.
Frequently asked questions
How far ahead should we start?
Eight to ten weeks for a multi-city tour is comfortable. Some city permits need 30 days or more on their own. We can move faster on short tours, but permits set the floor.
Can you handle permits in every city?
We research and file permits city by city. Each city has its own rules and timelines. We'll tell you early if a stop is unlikely to get approved in time.
How do we see what's happening on the road?
Our crew checks in at each stop in our app. Photos and a recap reach you within 48 hours of each stop. You have one point of contact the whole tour.
Want this timeline built around your dates?