Radius Clause Tracker
A tracking document for managing radius clause obligations across your active bookings — because one missed conflict can cost you a show, a deposit, or a long-term agent relationship.
Overview
A radius clause tracker is a running log of every active radius clause obligation across your confirmed bookings. It maps artist, market, radius distance, and time window so you can check for conflicts before making a new offer — not after you've already committed.
Radius clauses are easy to forget until they become a problem. You confirm a show in Denver in October, file the contract, move on. Three months later, you're evaluating another routing in a nearby market on a nearby date and the relevant obligation isn't top of mind. If you make the offer and the agent checks the clause on their end, you've created a conflict that's now your problem to resolve — often by releasing the hold, absorbing a deposit forfeiture, or renegotiating terms.
In markets with active festival activity — particularly in the summer season — radius clause management becomes genuinely complex. A single confirmed festival date can trigger restrictions affecting a 200-mile radius for 90 days in each direction. Tracking these proactively is the difference between a clean booking calendar and a liability.
How to Use
Add a new row to the tracker every time a contract is executed with a radius clause provision. Pull the clause language directly from the contract — don't interpret it, transcribe it. If the clause says "100 miles, 90 days before and after the contracted date," those are the exact numbers that go into the tracker.
Before making any new offer in a market that might overlap with an existing entry, check the tracker first. This takes 30 seconds and eliminates the category of error where you create a conflict you didn't know about. If you find a potential conflict, review the exact clause language and geography before escalating — some conflicts look worse in the abstract than they are in practice.
Mark entries as expired once the radius window has closed. A tracker full of stale entries is harder to search than a clean current list.
Template Fields
Each field below appears on the template. Fill in every applicable field — incomplete settlements and offers create problems downstream.
Artist Name
Artist as listed on the contract with the radius clause.
Show Date
The confirmed performance date the radius clause protects.
Venue / Market
Venue name and city. This anchors the geographic center of the radius calculation.
Radius (Miles)
The geographic restriction distance, in miles from the protected venue. Pull this from the contract — do not estimate.
Radius Window (Days Before / After)
The time restriction on each side of the show date. A 90/90 clause means no performances within the radius for 90 days before and 90 days after the contracted date.
Restricted Markets / Venues
Cities and venues that fall within the radius. Mapping this out in advance makes conflict-checking faster — you're scanning a list instead of doing math every time.
Source Document
The contract or deal memo that contains the radius clause, with a specific reference (page number, section). You need to be able to pull the exact language quickly if a conflict arises.
Expiration Date
The date after which the radius restriction expires. Calculate: show date plus days-after restriction. After this date, the row can be archived.
Conflicts Identified
Any bookings or offers already in the pipeline that the radius clause potentially affects. Note the conflicting show, market, and proposed date.
Resolution Notes
How identified conflicts were handled: carve-out negotiated, date moved, offer pulled. If a carve-out was granted, document the written authorization and from whom.
Check the tracker before making any offer in an overlapping market. This takes 30 seconds. The alternative — discovering a conflict after you've made the offer — takes hours to unwind and costs goodwill with the agent on both sides of the conflict.
Radius clauses are negotiable, but you have to ask before they're locked in. If a standard 100-mile/90-day clause is going to create routing problems for you, negotiate it during the offer process. Asking to modify a signed contract is a much harder conversation.
Festivals typically carry the most aggressive radius clauses. 90-plus days, 150-plus miles, and sometimes specific carve-out language that excludes competing promoters in your market. When an artist announces a festival slot in your region, check whether it conflicts with anything you have confirmed before you discover it at the wrong moment.
Some agents track this better than you do. If an agent flags a radius conflict on a routing you're evaluating, don't argue without pulling the exact contract language. They have the document in front of them.
The template is the format. The data is the edge.
Callboard.fm generates the market intelligence that fills these templates with confidence — demand signals, guarantee benchmarks, and risk flags.
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