Every passport on the tour, cleared before load-in.

We run the immigration paperwork for touring bands and crews: who needs what for each country, collected from every person, checked, and handed to your promoter or agent ready to file.

Forty people. Nine passports. One promoter form with eighty questions.

Tour immigration rarely fails on the hard part. It fails on the admin: a passport that expires five months after the last show, a questionnaire half the crew never opened, a signature page that has to be printed, signed and scanned by someone who is on a different continent this week.

The rules also change with the passport. Your Canadian monitor engineer and your German lighting director need different things for the same show, and the person tracking it is usually a tour manager with a spreadsheet and no spare hours.

We take that spreadsheet off your desk and bring it back finished.

What we take off your plate

  • Passports, collected and checked

    Each person photographs their passport from their phone. We read the details, check validity against your last show in every country, and flag the ones that need renewing while there is still time.

  • A checklist per person, per country

    Requirements are worked out from the passport each person travels on, so nobody is asked for something they do not need, and locals and home-country crew are marked exempt.

  • The visa questionnaire, answered once

    We mirror your promoter's or agent's form, pre-fill everything we already hold, and walk each crew member through the rest a couple of questions at a time. Answers carry over to the next leg.

  • Signatures without a printer

    Authorisation and appointment forms are signed on a phone from a personal link, then stamped onto the real PDF with the date, ready to submit.

  • Letters of support

    One letter per crew member from your local promoter's template, with names, passport details, stay dates and show list filled in and checked for blanks.

  • The chasing

    Reminders go out until the board is green. You see who is cleared, who is due and who is overdue at a glance, and so does your production office.

  • One clean hand-off

    Your promoter, migration agent or lawyer gets a complete package: every answer in one spreadsheet, passport scans, signed forms and letters, in the format they asked for.

How it runs

Start when the routing is confirmed. The earlier we have the crew list, the fewer surprises.

  1. Send us the routing and the crew list

    Countries, show dates, names, roles and emails. A spreadsheet is fine.

  2. We set up each country

    We load the entry requirements and forms your promoter or agent has specified for this tour, by passport.

  3. Crew finish their part from a phone

    Everyone gets a personal link. No account, no app, no printing. Most people are done in one sitting.

  4. We check, chase and fix

    Missing answers, unreadable scans and short-dated passports are caught here, not at the counter.

  5. We hand over the package

    Your promoter, agent or lawyer files it. We stay on until every approval is back and on file.

  6. You travel with one sheet

    A summary for the tour manager: who holds what, for which country, valid until when.

Built on the road, not in a law office

TourChamp is the software we built for this job and use every day. It is running now on an international arena tour with a crew of more than forty. Loadout builds it, and Loadout staff run your tour through it.

Crew documents are seen only by the people you name. Bookers and outside vendors get the fields they need and nothing else.

Who we work for

  • Tour managers and production managers
  • Artist management and business managers
  • Promoters bringing international acts in
  • Immigration agents and lawyers who want complete files instead of forty email threads

What we are, and what we are not

We are a touring logistics team with purpose-built software. We collect, check, prepare and track the paperwork, and we work alongside the licensed people who file it.

We are not immigration lawyers or registered migration agents. We do not give legal advice, decide which visa a person should apply for, or represent anyone to a government. Where a country requires a licensed representative, your promoter's agent or your own lawyer does that part. If you do not have one, tell us and we will help you find the right kind of firm for the territory.

Questions tour managers ask

Which countries do you cover?

Each tour is set up for its own routing. Australia and New Zealand are fully built out today, including promoter questionnaires, signature pages and letters of support. Other territories are set up from the requirements your promoter or agent gives us.

How early should we start?

As soon as the routing is confirmed. Processing times belong to each government and change often, and passport renewals are the slowest fix, so we want to find those first.

Can we use TourChamp ourselves?

Yes. Some teams want us to run everything, others want their own production office on the board with us behind it. Tell us which and we will quote for that.

What does it cost?

Quoted per tour, based on crew size and the number of countries that need paperwork. Government and agent fees are separate and paid to them directly.

What happens to our crew's documents afterwards?

They stay on file for your next leg so nobody re-enters anything, or we delete them when the tour ends. Your call, in writing.

Tell us about your tour

Rough numbers are fine. We reply within one business day with what we would need and a quote.