How Tomorrowland Reinvented Artist Advancing: Saving Weeks of Work with a Premium Artist Experience
Key takeaways
Tomorrowland faced a complex maze of SaaS tools for their Artist Advancing* flow, which couldn’t be replaced overnight. Their artist and management communications had to deliver a flawless, premium experience, while data had to flow smoothly across platforms.
Bits of Love created a custom software solution with a strategic yet practical approach, observing processes, analyzing workflows, and converting them into an intuitive and powerful platform.
Delivered in just 5 months, the new advancing platform reduces costs, cuts workload from 3 weeks to 3 days, and delights artists with its clarity and simplicity, helping Tomorrowland stay focused on creating the world’s most memorable lineup.
* Artist advancing: the process of going from initial contact to bookings, transport, hotels, riders, and contracts.
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Client
Tomorrowland
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Services
Data hubs — 3rd party integrations — Data interfaces — UX design —
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Links
(this is internal software)
Managing world-class artists with world-class precision, but a complex toolset stood in the way
Tomorrowland’s advancing process is the backbone of every unforgettable show. From artist bookings to travel, hotels, contracts, riders, and last-minute changes, every detail matters.
Previously, their team relied on a patchwork of tools connected with manual exports, countless emails, and spreadsheets. Confirmations, documents, press kits, and data were scattered, making them difficult to trace and potentially risky.
Replacing everything at once was impossible. But Tomorrowland’s brand required an artist and management experience worthy of its reputation: seamless, clear, professional, and world-class. For the internal team, no downtime was acceptable, and workflows had to be improved dramatically.
“Connected data and tools with a great user experience are just as crucial as the stages and sound. With this solution, artists feel confident, informed, and supported, and we save weeks of work.”
Product Owner, Tomorrowland
Strategic, pragmatic, and designed for a legendary artist experience
We adopted a strategy-driven approach, collaborating closely with Tomorrowland’s team to thoroughly understand their workflow. Through fly-on-the-wall observations, stakeholder interviews, and end-to-end mapping, we identified pain points and opportunities.
Instead of dismantling everything, we built a custom software backbone to coordinate their SaaS ecosystem. Using carefully designed middleware and advanced API integrations, we ensured data could move seamlessly between existing tools, from Monday to Smartsheet, without disrupting their operations.
On the front end, we created a clear, mobile-friendly interface that allows artists and managers to view all essential information at a glance, including contracts, riders, schedules, hotels, and travel details.
By maintaining existing SaaS systems where necessary and connecting them with tailored middleware, Tomorrowland avoided the risks of a complete overhaul. Our team delivered the entire new platform in under 5 months, with zero downtime.
5 months
From analysis to production launch, with uninterrupted festival operations
90%
Time reduction - The advancing workload went from 3 weeks to just 3 days
Costs ⇣
Reduction of overall platform costs
A premium advancing experience for artists, managers, and Tomorrowland itself
Today, Tomorrowland’s team can handle bookings, artist details, travel, accommodation, contracts, and riders within one seamless workflow. Artists and their management feel fully supported, informed, and in control, thanks to a beautiful, intuitive interface that reveals every detail.
Internally, the team saves weeks of time, cuts costs, and avoids the stress of scattered data. A complex, fragmented process has been transformed into a smooth, scalable system.
“Very nice platform where we can manage our advancing. Never seen this before, congratulations!”
Artist Manager
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