Go through the entire contract and make a list of all of the actual physical demands. These kinds of contracts are thick and contain lots of boilerplate content. For example, they may require that the artist’s manager has your phone number. That’s a given. This list should include things like towels, food and beverage service and more. Purchase the goods as soon as possible so you don’t forget or arrange for their delivery at the proper time. (Do the latter for hot food delivery, for example.)
Make another list of all of the facility-related requirements. This should include the recommended size of the stage, the number of outside phone lines required and more. You may have to consult the company that manages the facility to be sure you know how much electric power and how many electric outlets are available.
Keep your personnel needs straight. Many riders require you to provide the artist with a ride from the airport, backstage security and more. Unfortunately, you can’t be everywhere at once. You’ll have to delegate responsibilities to others. Give important jobs to people whom you know are reliable.
Contact the artist’s manager as soon as possible to deal with requests you may need to change. If your backstage area only has two bathrooms instead of the requested three, it’s better to let the manager know sooner rather than later. Most of the time, minor points can easily be resolved, especially if they’re not sprung on the talent at the last minute.
Build enough time into your schedule to double-check everything before the day of the show. Do a walkthrough with whomever is directing the production to make sure they have everything they need. If you have enough staff, assign a person to the task of picking up last-minute needs and tending to emergency requests.