Australia is set for a massive year of live music, with the likes of Billie Eilish, Drake, Luke Combs, Green Day, Dua Lipa, Metallica and Oasis set to hit our stages. However, with numerous music concert cancellations and incidents in the last year, venue scheduling conflicts, disruptions, and geopolitical uncertainty, a leading entertainment travel expert is urging touring and production companies to sharpen their contingency planning – or risk another year of frustrated fans and last-minute cancellations.
Adam Moon, General Manager at Flight Centre Travel Group’s Stage and Screen will address these challenges at the upcoming Asia-Pacific Incentives and Meetings Event (AIME) on 12 February, sharing insights from decades spent navigating the high-stakes world of touring logistics. Stage and Screen is a leading specialist travel management provider for Australia’s sports, entertainment and creative industries.
He says: “Touring is like running a military operation – every detail must be accounted for, and you have to be ready to adapt in an instant. The difference between a seamless tour and a last-minute cancellation often comes down to precision planning.
“When a crisis hits, there’s no room for hesitation, whether it’s a stadium-filling headliner stuck in transit, a missing piece of critical set equipment, or a last-minute security risk that demands an immediate pivot. And with a stacked calendar of international stars set to headline venues across the country this year, off the back of a rollercoaster year of cancellations, contingency planning is no longer just an advantage – it’s a necessity.”
Unexpected cancellations and incidents have hit the Australian music scene hard in the last two years. Childish Gambino scrapped his Australia and New Zealand tour due to a prolonged recovery from surgery, and several Australian music festivals, including Splendour in the Grass, have been postponed or cancelled due to extreme weather conditions. Meanwhile, Coldplay’s Chris Martin and Olivia Rodrigo both fell through stage trap doors during their Melbourne performances, fortunately, neither incident resulted in serious injury or show cancellations.
Audiences can also pose a risk to artists—The Weeknd was grabbed by a fan during his Melbourne show in October 2024 before security intervened. The unpredictable nature of live performances is evident in Australia, where logistical, environmental, and safety challenges continue to disrupt even the most well-planned tours and events.
At the same time, rising airfares, unpredictable weather, and venue scheduling conflicts have made long-haul touring across Australia more challenging than ever. Global airfares have continued an upward trajectory – and will continue rising this year due to labour costs, fuel prices and airline surcharges. While America and Europe are expected to see more airfare increases of around 2 per cent this year, Asia and Australasia are expected to see increases of around 14 per cent, adding another layer of complexity for international tour planning.
“Promoters and artists need to recognise the market dynamics impacting Australia right now,” says Adam. “Planning a successful tour requires more foresight than ever. Understanding these factors is key to minimising disruptions, otherwise cancellations will likely follow.”
Precision planning: The difference between a flawless tour and frustrated fans
It’s easy to think of live entertainment as just the dazzling performances and roaring crowds, but Adam says behind every major tour is a high-stakes logistical operation.
Adam says: “Firstly, you need to spot trouble before it strikes. Hope is not a strategy. You must plan for every scenario, because if you don’t, the unexpected will catch you off guard.”
He adds that anticipating risks before they happen – whether it’s freight delays, security risks, or extreme weather – is key, as the unexpected really does happen.
“That foresight helped us save a major stadium tour when an artist’s signature stage outfit was accidentally left behind in another city. The fix? An emergency overnight cargo flight, cleared with airport staff and customs, arriving just in time for soundcheck.”
Secondly, fast execution is key.
Adam says: “Even with the best planning, things go wrong — and when they do, response speed is everything. For instance, when a major sporting event faced mass delays at a host city airport, we had to move hundreds of athletes and crew with zero room for error.
“That same rapid-response mindset helped us save a sold-out stadium show when an international superstar was stranded hours before their performance. With no road route available, our team secured emergency helicopter transport, handling air traffic approvals and security, coordinating a secure landing site, and a discreet transfer. The audience never knew how close they were to a cancellation.”
Thirdly, Adam says past crises need to help future-proof upcoming events. “Every tour is a lesson in how to improve the next one, with debriefing just as important as planning.
“We analyse every challenge, every near miss, and every success so that next time, we’re even sharper,” he says. “Touring is unpredictable – but disaster doesn’t have to be inevitable. The show must always go on, and with the right people in your corner, it will.”
Adam Moon will present: Back from the brink: When a carefully constructed plan implodes and how to fix it, at Asia-Pacific Incentives and Meetings Event (AIME) in Melbourne at the MCEC on 12 February. For further information visit: https://aime.com.au/
