Pick your acts, fix clashes and announce in waves

Open your call for talks or applications to play

Start an apply-to-play form for acts or a call for talks for speakers. Every answer comes into Applications under new, reviewing, accepted and declined. A conference runs its call for papers from the same section a music event uses for applications to play. Programme teams and bookers share one way of working.

Sort the list by the best reviewer score or the best Fai score, and work from the top. Put an application on the waiting list or mark it as withdrawn when the applicant pulls out. You can also decline it with a reason for your team. Nobody is emailed about a decline, and you can move it back to reviewing if you change your mind. When the form allows it, applicants can change what they sent from the private link in their email until you decide.

• Apply to play and Submit a talk: forms ready to share, feeding one list
• New to accepted: each application at its stage
• Sort by score: best reviewer score or best Fai score first

• Review act and talk applications for your event with your team
• Take act and trader applications for your event

Get your whole panel scoring from their own link

Add reviewers to the panel and send each one their own link. They open it with no sign-in and see your note on what you are looking for. They score each open application from 1, not for us, to 5, must have, with a comment if they want. You see when each reviewer last opened their link and how many they have scored. Where reviewers disagree, the review flags it.

Choose whether reviewers see names. With names hidden, reviewers see what was proposed but never who sent it, their email or their phone number. A first-time speaker gets the same fair hearing as a familiar one. Talks start hidden and acts start shown, and you can change either. Teammates on the event score from the dashboard, and each changed score stays in the history. You can stop a reviewer's link at any time, and their scores stay.

• Review panel: reviewers outside your team, each with their own link
• Reviewers see names: hidden on talks, shown on acts, or your own choice
• Reviewers disagree: flagged when the scores are far apart

Turn a yes into a booking in one step

Fai goes through each application from a form and gives it a summary and a score out of 5 with her reasons. For an act, she adds what they did at your earlier events. Maybe a repeat marks one that shares an email or a title with another. Accept an act and they join Artists with a draft offer for the fee they asked, and their advance started. Accept a talk, choose its start time, length and room, and the speaker joins with a session on the agenda.

Only you and your team see Fai's notes, so reviewers score on their own judgement. After you accept, Fai gets the advance link ready for you to send, or sends it straight away when you turn that on. Accepting the same application twice never adds anything twice. A second accept only finishes a step that did not finish, so nobody retypes a chosen act into the line-up or the agenda.

• Fai's notes: a summary and a score with reasons
• Draft offer: the fee they asked, ready in Contracts
• Agenda session: start time, length and room set as you accept
• Advance started: their link ready to send

• Advance your acts without chasing email threads

Find running-order clashes long before show day

Build set times across every stage and day, and the running-order checks run again each time the run of show changes. You see overlapping sets, an act on two stages at once, and an act with too little time to move between stages. You also see sets before a stage opens or after it closes, a stage used on its closed day and sets past curfew. Each problem is marked serious, check or minor, so you start with what would hurt most.

The checks also compare each act's arrival and departure with their calls. Times come from the travel bookings, or from the advance when there is no booking. A flight that lands after soundcheck or leaves before the set ends shows up the moment either changes. Fai compares each act's technical rider with the specs of their stage, including lines such as No drum riser. You find a gap while there is still time to hire the kit, agree a substitute or move the act.

The same checks cover a conference agenda, so keynotes and Q&As in each room are checked like sets on a festival stage. Each day sheet in the dashboard shows the problems on its own cues.

• Clashes across stages: overlaps, double bookings and acts with no time to move
• Arrivals against calls: flights that land too close to soundcheck or the set
• Rider against stage specs: kit the act asks for that the stage does not have
• Curfew and stage hours: sets outside a stage's hours, closed days and past curfew

• Check your running order for clashes before show day

Fix a clash in one tap, and undo it

Each problem comes with the fixes Fai has tested on a copy of the day. She can move a set, move it and everything after it, swap two sets or shorten one slightly. Fai offers a fix only when it clears the problem without adding a serious one. You see every cue that moves and its new time before you apply it, and undo puts them all back.

Set the timing rules each stage needs: its shortest changeover, its opening and closing times and its closed days. Add how long an act needs between two appearances and how early they should be on site before a call. A tent that needs a longer turnaround or closes earlier is checked against its own rules. Once the day works, Fai drafts call times for each act and each department. They go by email, and by text where there is a mobile number. Nothing goes out until you approve each message.

• Move, swap or shorten: the smallest change that clears the problem
• Undo: every moved cue back where it was
• Timing rules: changeover, hours and closed days for each stage
• Draft call times: for each act and department, approved by you

• Plan the run of show and call each cue live

Announce each wave of your line-up on the minute

Tick the acts for the next wave and choose the date and time. They go out with your next publish but stay hidden until that moment. Your event page, your website and your timetable all show the announcement together. Nobody has to stay up until midnight to press a button. Fans see the new wave at the minute you promised on social media.

Give each act the name they go by on the line-up, a photo, a bio, their links and genres. Ask Fai to draft the bio from their website, music links or a press kit page. Her draft waits beside the bio until you choose to use it. Fees, contacts and notes never go on the public line-up.

• Announce at a set time: a wave of acts, in the event's time zone
• Show or hide each act: only the acts you switch on go public
• Fai's draft bio: from the act's own pages, used only when you choose

• Publish your event line-up and set times

See exactly what goes public before you publish

Review and publish lists every act added or taken off, every profile updated and every set time that moves. It warns you about any act going public without a bio, photo or set time. If a teammate changes something while you look, nothing is published and you see the latest review. Nobody publishes a change they have not seen.

When set times move after you publish, the email to your ticket holders opens with a draft listing the changes. Check it and send. Fai reminds you on the event's Today page when set times changed after your last publish. Publish history shows each publish and take-down, who made it and how many changes it had. If you take the whole line-up down, your acts and history stay for when you publish again.

• Review and publish: acts, profiles and set times that change
• Missing details: acts about to go public without a photo, bio or time
• Publish history: each publish and take-down, who made it and what changed

Help fans plan their day from your own website

Your event page shows the published line-up without any extra work. Copy the code for the set-times timetable or the line-up and paste it into any page of your own site. Or add a line-up or schedule section to a site you build with Ticket Fairy. On the timetable, fans filter by day and stage and star the sets they want to see. They add those sets to their own calendar at the right local time.

Every place updates when you publish again, so the event page, your website and the embedded timetable always agree on set times. Fans keep their starred sets on their phone, and their own calendar reminds them before each set they chose.

• Copy code: the timetable or line-up on any website
• My schedule: starred sets kept on the fan's phone
• Add to calendar: each starred set at the right local time

• One cashless wristband to get in and pay