Thinking of going on tour? Have no fear: to make things easier, here is a sample planning timeframe showing you how far ahead you should start thinking about the various components of a successful tour. For example, do you already have a destination in mind or a list of countries or cities you want to visit? If you are looking to participate in a competition or festival, note that registration for these usually open between 9 and 6 months before the actual dates, and that acceptance can take several months!
Performances venues: The earlier the better! If you know your dates and your itinerary is set, book your performance as many groups compete for the same spaces, especially during the busy summer touring months.
Flights: airline tickets can be purchased approximately 12 months in advance (depending on the airline): please keep in mind that for groups, the earlier, the better as ticket availability decreases closer to the travel dates. It therefore becomes increasingly difficult to find tickets for a group of, say, 40 people for the same flight, especially on some regional routes served by smaller aircrafts.
Accommodations: Typically, you can book groups in centrally-located lodgings between 9 and 4 months ahead. Keep in mind that smaller cities and towns might not have the bed capacity for your group, and that you might have to look at other options in the surrounding area.
Activities and meals: Many restaurants and attractions can be booked just a few weeks ahead of the tour, except perhaps for very popular attractions with limited capacity or tickets for specific showings of performances.
Formalities: Don't wait until the last minute for travel documents and travel insurance. Passports can take several months to process.