WMA Hospitality Rider

The purpose of the WMA Hospitality Rider resources is to help artists, touring personnel, venues, promoters, production teams, event organizers, exhibitors, and independent entertainment professionals clearly communicate non-technical hospitality expectations associated with live performances, tours, appearances, productions, and public events.

This resource is not intended to function as a substitute for direct communication between artists and event organizers, nor is it presented as a rigid list of demands or unrealistic backstage expectations. Instead, it is designed to serve as a practical and professional operational framework that may help reduce misunderstandings, backstage confusion, scheduling complications, unmet hospitality expectations, and preventable operational conflicts commonly encountered throughout independent live entertainment environments.

The downloadable templates and examples provided on this page are intended as customizable starting points. Users are encouraged to review, modify, expand, or simplify these materials as necessary to fit their particular touring situation, event environment, production scale, or operational needs.

A hospitality rider is intended to communicate non-technical support expectations surrounding the comfort, preparation, scheduling, and operational well-being of artists, touring personnel, crew members, and production teams during live events and touring operations.

Hospitality riders commonly include information regarding:

• Meals
• Catering
• Drinks and beverages
• Backstage hospitality
• Green room accommodations
• Towels and personal supplies
• Dressing room expectations
• Dietary restrictions
• Allergies and accessibility considerations
• Per diem arrangements
• Runner requests
• Lodging assistance
• Parking arrangements
• Security or privacy considerations
• Schedule coordination
• Local transportation support

While many events proceed professionally without issue, problems become significantly more difficult to resolve when hospitality expectations were never clearly communicated before arrival.

Many hospitality-related conflicts occur not because either party acted maliciously, but because assumptions were made regarding:

• Available backstage facilities
• Meal availability
• Green room access
• Crew accommodations
• Dietary needs
• Transportation assistance
• Towels or personal supplies
• Water availability
• Dressing room expectations
• Parking arrangements
• Hospitality staffing
• Local operational support

One party may believe:

• Hospitality is fully provided
• Crew members are included
• Dietary restrictions were understood
• Parking or transportation is covered
• Towels and water are standard
• Dressing room access is guaranteed

Meanwhile, the other party may believe:

• Hospitality is minimal
• Only performers are covered
• Certain requests are optional
• Venue limitations were obvious
• Staffing limitations were understood
• Certain accommodations were never requested

The core philosophy behind these resources is simple:

• If it matters operationally, it should be documented.
• If it is documented, it should be shared in advance.
• If it is shared in advance, expectations become easier to manage professionally.

Whenever possible:

• Hospitality riders should be distributed well before event day.
• Riders should remain updated and realistic.
• Operational changes should be communicated clearly.
• Artists and venues should review expectations together before arrival whenever possible.

Hospitality riders should clearly communicate:

• Number of touring personnel
• Dietary restrictions
• Accessibility considerations
• Hospitality timing needs
• Backstage requirements
• Dressing room expectations
• Water and beverage needs
• Meal arrangements
• Local transportation considerations
• Parking needs
• Runner requests
• Lodging considerations
• Security or privacy concerns
• Operational limitations

Likewise, venues and organizers should avoid assuming that artists automatically understand:

• Venue hospitality limitations
• Staffing limitations
• Budget limitations
• Backstage access restrictions
• Parking limitations
• Local operational constraints
• Scheduling realities

Artists and touring personnel should likewise avoid assuming that venues automatically understand:

• Touring party size
• Crew-related needs
• Dietary restrictions
• Accessibility concerns
• Travel fatigue considerations
• Privacy expectations
• Operational dependencies

It is also important to understand that hospitality riders do not automatically replace:

• Tech riders
• Performance agreements
• Hospitality buyout agreements
• Venue agreements
• Backline agreements
• Settlement agreements
• Additional operational documents

unless specifically incorporated into those agreements.

If disagreements later arise regarding backstage accommodations, meals, scheduling, hospitality limitations, transportation support, or operational expectations, documented hospitality riders may provide important clarification regarding what was originally discussed and requested.

The WMA Hospitality Rider resources are intended to encourage:

• Clear communication
• Professional preparation
• Organized backstage coordination
• Mutual operational understanding
• Respectful working relationships
• Better touring preparation
• Stronger hospitality standards throughout live entertainment environments

Professional hospitality is not about unrealistic luxury demands. In most independent entertainment environments, hospitality is simply about preparation, communication, professionalism, and ensuring that artists, crews, and production personnel can operate effectively throughout event day.

The long-term goal is not to create unnecessary bureaucracy within live entertainment environments. The goal is to encourage clearer expectations, smoother backstage coordination, stronger professionalism, and healthier working relationships between artists, venues, promoters, organizers, and touring personnel alike.