TRAVEL POLICIES

TABLE OF CONTENTS

GENERAL TRAVEL 

Insurance

It’s essential that every band member carries personal insurance for their instruments. Coverage is very affordable, typically around $175 per year for up to $10,000 in protection. While there are several options available, MusicPro Insurance is one of the most trusted in the industry.

Local Travel

When an event is located 1.5 hours or less from Nashville, it is considered local. No travel accommodations are provided, and musicians are expected to provide their own travel to and from the gig.

RADIUS TRAVEL

Transportation to Radius Gigs

Events 1.5 to 5 hours from Nashville are considered Radius events. Transportation is provided via van, which arrives 2–3 hours before soundcheck and leaves 2–3 hours after the event.

Musicians may choose to drive themselves, but DBE does not reimburse gas. Carpooling is recommended when possible.

Overnight Stays

A hotel is provided if the event is over 2 hours from Nashville. However, if you choose to not use the hotel, please let the Operations Manager know. Musicians can expect to share a room with one other person.

BUS TRAVEL

Bus call time is typically midnight the night before a gig. Call time and departure location will be listed in the WTG for the gig. There will be a bunk on the bus for you. A hotel room near the gig will typically be provided for showering after the gig, however no other hotel room will be provided. 

Bus Guidelines

For those new to bus travel, here are a few important guidelines to help ensure a smooth and comfortable experience for everyone onboard.

  • Restroom Use: Please refrain from using the bus restroom for solid waste. While some buses are technically equipped for it, we ask everyone to wait for scheduled stops whenever possible. If you need to request a stop, just let the driver know, it's never a problem.

  • Exiting the Bus: Anytime you leave the bus, either take your phone with you or leave your ID on the front passenger seat. This helps us keep track of everyone and avoid accidentally leaving someone behind.

  • Courtesy & Shared Space: While buses offer significantly more comfort than vans, they’re still shared spaces. Be mindful of others: close the sleeping cabin doors quietly when entering or exiting, and be respectful of volume and personal space. If you're a light sleeper or sensitive to noise, consider bringing earplugs, headphones, or a sound machine. Everyone is expected to be courteous, but also flexible, as it’s a shared environment.

  • Personal Items: Please keep your belongings consolidated. Store what you can in your bunk, and place any unnecessary items under the bus. This helps keep the shared areas tidy and easier to navigate.

  • Food & Beverages: A selection of snacks and drinks will be available on the bus. You’re welcome to bring your own as well, just label anything you don’t wish to share, or kindly let the group know.

FLIGHT TRAVEL

Musicians confirmed for a fly date are required to fulfill the engagement. Substitutions are not permitted except in true emergencies and must be approved in advance. If a musician backs out of a fly date more than once, they are unlikely to be considered for future travel gigs.

REAL ID & Passport

Musicians are expected to have either a non-expired REAL ID and/or a non-expired passport for travel purposes. Otherwise, they will not be able to be booked on a travel gig.

Flight Confirmation Responsibilities

The travel agent will book flights on behalf of musicians. However, each individual musician is responsible for checking & confirming their own details for their boarding pass, including TSA Known Traveler number, reward account numbers, flight times, pre-boarding (if applicable), etc. 

Each individual band member will be responsible for checking themselves in 24 hours before flight departure. DBE books Southwest airlines often, this will be important to remember.

ARRIVING/PARKING AT AIRPORT

Musicians are responsible for getting to and from the airport on time. To minimize rideshare and parking costs, getting dropped off is highly recommended.

If no ride is available, email the Operations Specialist. If rideshare is the only option, musicians must coordinate carpools with other players. Single cars should be avoided.

Parking is allowed in Terminal Lot A, Economy Lot B, or Economy Lot C. If a closer lot is chosen, DBE will only reimburse up to $20/day.

BAGGAGE FEES

Musicians are encouraged to check in together to put any checked bag fees on one DBE card. If not possible, musicians may submit a receipt for reimbursement of one checked bag.

FLIGHT CHANGES

Should a musician need to change a flight itinerary after it has been booked, the musician is responsible for finding the new flight and sending the new flight itinerary to the travel agent via email: ashley@downtownbandentertainment.com. If the new flight is more expensive, players will be required to cover the difference in price.

Players are responsible for making sure all details on new reservations are correct.

FLY DATE CANCELATION

Flights will be booked roughly six weeks in advance of the event. Musicians confirmed for a fly date are required to fulfill the engagement. Substitutions are not permitted except in true emergencies and must be approved in advance. If a musician backs out of a fly date more than once, they are unlikely to be considered for future travel gigs.

In the event of an emergency, the below options are provided:

  • Players may purchase flights directly from Downtown Band Entertainment in the form of a flight voucher to be used for personal use at a later time. Cost will be the face value of the flight purchased in their name.

  • If a player does not wish to purchase the voucher in their name, DBE will require the band member to commit to a future fly date so that voucher credits may be used. This will move this band member to the top of a call list for future fly dates. DBE asks that musicians cooperate to the best of their ability to use flight vouchers within one calendar year.

  • If there is an unused voucher that expires and the band member has not made themselves available for a future date, it will dramatically impact DBE’s ability to book that individual on future fly dates.

GROUND TRANSPORTATION

Once you’ve arrived at the destination, ground transportation will be a rental car or rideshare, depending on the location.

If a rental car is provided, the band leader will facilitate the rental car process on the ground.

If rideshare is required, musicians must carpool as much as possible. Receipts should be sent to receipts@downtownbandentertainment.com for reimbursement.