How to Plan Group Travel for Bands

8 May 2025 | Music and Entertainment

In this post, we’ll show you how to plan group travel for bands; from choosing the right transport (flights, vans or tour buses), to protecting your gear and managing driver shifts without losing your mind. It’s packed with practical tips used by real tour managers, and designed to help you stay one step ahead on the road.

Touring as a band is equal parts exhilarating and exhausting. The gigs might only last 90 minutes, but the travel? That’s 90% of the tour. From delayed flights to late-night van drives and gear security, getting a group of musicians from city to city without a meltdown is no small feat.

Flights: When Flying Makes Sense

Flights can be a time saver on longer routes, but they come with risk when you’re carrying instruments and crew gear.

Top tips for flying with your band:

Book as a group using Media Rates through a business travel partner. You’ll get flexible name changes, baggage allowances and a real person to call if flights get cancelled. (Try our Business Travel Services.)
Understand baggage rules. Some airlines allow guitars onboard, others don’t. Always confirm weight limits and carry-on policies.
Label gear clearly and get flight cases for valuable instruments.
Protect your booking with travel insurance and delayed baggage cover, standard cover often excludes instruments in the hold.

Vans: The Touring Workhorse

For most bands, a van is still the most practical and cost-effective way to tour. But poorly managed van travel is one of the top causes of burnout, late arrivals and broken kit.

Van travel hacks:

Book a Splitter van with enough space for gear and humans, ideally with USBs, reclining seats and unlimited mileage.
Rotate drivers and build in proper rest days. Fatigue is a safety risk.
Load gear properly. Use straps, blankets and smart stacking to avoid damage en route.
Avoid overnight thefts. Park in secure areas and never leave valuables unattended if you can help it.
Need a reliable van hire partner for your next tour? Let us handle it via our Business Travel Solutions.

Tour Buses: When It’s Time to Upgrade

If you’re playing multiple cities back-to-back or running a larger operation with crew, merch staff or support acts, a tour bus can be a worthwhile investment.

What to keep in mind:

Sleeping capacity and layout — know how many bunks and whether there’s a lounge/dressing area.
Driver hours — UK and EU law means your driver will need legal rest breaks.
Cost beyond hire — fuel, overnight parking and shore power can add up.
Choose a tour-specialist provider who understands backline, stage access and event timings

Nothing stops a tour faster than stolen or broken kit. Gear security should be part of your travel plan, not an afterthought.

Planning a music tour? Don’t leave travel to chance. From flights and vans to gear protection, our guide breaks it all down. Read How to Book Travel for Music Tours →
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Keep Your Gear (and Sanity) Safe

Nothing stops a tour faster than stolen or broken kit. Gear security should be part of your travel plan, not an afterthought.

Best practices:

Label every item with your band name, contact details and a backup email.
Avoid overnight van storage unless it’s a secure hotel or venue car park.
Invest in gear insurance that covers travel, not just studio or gig use.
Create a tour checklist for packing and load-ins so nothing gets left behind.

Want help securing transport and equipment? Speak to an Account Manager who works directly with tour managers and crew.

Bonus Tips from the Road

Pack a tour essentials kit with gaffer tape, cables, first-aid, snacks, and emergency contact info.
Use a shared digital tour book (e.g. Google Docs, Notion) for your itinerary, tech spec and hotel addresses.
Set up a WhatsApp group or shared calendar for crew comms.
Keep a backup paper copy of the tour plan in the van as phone batteries always die when you need them most.

You’re Not Just Booking Travel – You’re Running a Show

When the travel’s smooth, the performances are better. It’s as simple as that. Great tour logistics don’t just move people, they protect gear, reduce stress and help bands arrive sharp and show-ready.

Whether you need flights, vans, or full support from a partner who understands the music business inside out, we’re here for it.

👉 Contact us today and Let’s plan your next tour.

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FAQS

How do most bands travel between shows in the UK?
Most touring bands in the UK use splitter vans for regional shows due to their affordability, flexibility and gear capacity. Larger acts may opt for a tour bus, while some use trains or flights for longer distances or international dates.

Is it better to fly or drive for a music tour?
It depends on the routing and budget. Driving is often cheaper and allows for more gear control, but flying can save time on longer routes — especially with a solid travel partner handling group bookings and baggage support.

What’s the best way to protect musical gear while touring?
Use flight cases, label everything, and never leave gear overnight in an unattended vehicle if you can help it. Tour-specific insurance is a must, and parking securely is just as important as how you pack.

Can someone else manage our band’s travel logistics?
Yes! many bands use a business travel partner (like us) with experience in touring. Having an Account Manager who understands venues, timing, and transport logistics can take the pressure off and help avoid expensive mistakes.

What should we include in a tour travel checklist?
Key items include your itinerary, contact numbers, hotel info, driver shift plan, gear list, insurance documents, and emergency backups. A shared digital folder can help your team stay synced.