Whether you’re booking a solo jazz guitarist for a vineyard wedding or a full band for a corporate gala, chances are you’ll come across the term “entertainment riders.” For many event planners, especially those new to working with live acts, riders can seem a little mysterious—or even intimidating. But the truth is, when used properly, a rider is a valuable tool that helps you pull off a seamless event.
We break down exactly what entertainment riders include, how they support your planning process, and how to handle them with confidence—without overcomplicating your run sheet.
What Is A Rider and Why It Matters
Not Just Rockstars—Why All Performers Have Riders
The word “rider” might bring to mind visions of celebrity musicians or event entertainment demanding imported silk cushions and bowls of green-only M&Ms. But in reality, most entertainers—whether it’s a string trio, DJ, or roving magician—have some version of a rider.
It’s simply a document that outlines what they need to deliver their best performance.
The Two Types: Technical vs Hospitality Riders
Riders generally fall into two categories:
- Technical Rider: Manages entertainer’s equipment, staging, power access, and setup/production requirements.
- Hospitality Rider: Covers backstage needs like catering, drinks, accommodation, or transport.
These aren’t about indulgence—they’re about helping acts stay comfortable and focused so your event shines.
Inside the Technical Rider
Sound, Lighting, and Stage Specs
Technical riders are all about performance logistics. Even soloists often specify microphone types, monitor setups, or lighting moods. A band, for instance, may request DI boxes for instruments, a drum riser, or minimum sound desk specs.
For outdoor events in Brisbane or the Gold Coast, this might also include waterproof power connections or covered staging areas.
Venue Requirements and Access
Details here can include:
- Load-in/load-out times
- Access to lifts or ramps for equipment
- Clear floor plans showing stage position
- Minimum stage size or ceiling height
Overlooking these can mean last-minute scrambles that delay your run sheet—or compromise the performance entirely.
Crew and Rehearsal Needs
Some riders will request a sound engineer, lighting operator, or rehearsal time onsite. This is especially common for more elaborate acts or productions with custom lighting cues or backing tracks.
What’s in a Hospitality Rider?
Food, Drinks, and the Green Room Vibe
Hospitality riders ensure performers stay nourished and relaxed. It could be as simple as a case of still water and a fruit platter, or as detailed as a grazing board for after their set. Dietary requirements are common, so plan ahead to accommodate vegan, gluten-free, or allergen-free options.
Creating a cosy green room with seating, mirrors, and decent lighting goes a long way, especially for weddings or high-end corporate functions.
Transport and Accommodation Requests
If your act is travelling from interstate or performing late into the night, accommodation may be part of the deal. Similarly, airport transfers, ride-share credits, or parking vouchers may be requested, particularly for CBD venues with limited access.
The “Unusual Request” Myth
Let’s bust a myth: most Australian performers aren’t asking for absurd luxuries. Those legendary “only blue M&M” demands are the exception, not the rule—and often a tactic to check whether a rider has been read. Most hospitality riders are practical and rooted in genuine needs.
Red Flags, Dealbreakers, and Negotiables
What Can Be Discussed or Removed
Riders are not set in stone. Most acts are open to reasonable negotiation—especially if it’s a local gig or a charity event. Can’t provide a specific brand of drink? Offer a similar alternative. No private green room? Consider setting up a curtained-off area with seating and water.
How to Spot Red Flags Before Signing
Be cautious of riders that:
- Are vague or poorly written
- Include expensive or difficult-to-source items
- Require major venue changes or extra staffing
These could indicate inexperience—or a lack of consideration for your event constraints. It’s always worth clarifying early and getting everything in writing.
How to Handle Riders Like a Pro
Communicating With Agents and Acts
Ask for the rider as soon as you confirm interest. This helps you assess feasibility before signing anything. Don’t be afraid to ask questions—most performers prefer proactive communication over last-minute issues.
Coordinating With Your Venue and Suppliers
Once you’ve reviewed the rider, loop in your venue, caterers, AV suppliers, and other stakeholders. Use a shared event planning checklist or document to track what’s covered, what needs tweaking, and who’s responsible for what.
Working With a Professional Entertainment Agency
This is where an agency like Onstage Entertainment can make your life easier. We act as the go-between—translating riders into practical action steps, coordinating with suppliers, and ensuring everything runs to brief. Our roster of talent is already vetted for professional conduct, and we’ll make sure their rider fits your event like a glove.
Making Riders Work For You
Entertainment riders aren’t hurdles—they’re cheat sheets. They give you a clear picture of what your performers need to shine and help prevent hiccups that derail your event. When you approach them with clarity, collaboration, and the right support team, they become a powerful part of your planning toolkit.
Need help translating entertainment riders into event success?
At Onstage Entertainment, we’ve handled everything from simple acoustic sets to full-scale production performances across Brisbane and South East Queensland. Let us take the guesswork out of the rider—and bring your event to life.
