Give Every Journalist and Photographer the Right Access, Approved by Your Press Office

Take Media Applications Through Your Own Form

Start a press accreditation form on your event and share its link with the media. Journalists, photographers, video crews and creators enter their name, their publication or outlet and its website, what they will cover, from a review and photos to video, interviews and social media, how many people read, watch or follow them, and their letter of commission. Each person who sends it joins your press list as an application, ready for your team to review.

The answers also stay on the form, and any answer that has no place on the press list is added to the journalist's notes, so nothing they told you is lost. Add a journalist by hand when your press officer meets them at a launch, or import a list from a CSV file when an agency sends one. Each entry keeps the outlet, contact details and a credential document such as a press card or portfolio, so the person reviewing it has everything in front of them.

• Press accreditation form: outlet, coverage, audience and commission letter
• Straight onto your press list: each journalist joins as an application
• Import a list: from a CSV file when an agency sends one

• Add everyone who sends your event form to your volunteers, traders or crew

Approve the Right Media With Every Permission Clear

Every application moves from applied to verified to approved, and each one says what kind of media it is, from general, industry and market press to TV and radio, photographers, video crews, social media creators, student press and foreign press. Tick what each journalist may do: take photos, film or interview, and whether they signed your embargo agreement. Your press list counts the approved photographers and video crews, so you know how busy the pit will be.

Verify, approve or decline requests one at a time, or tick many and decide them together, with one reason covering every decline. Every decline keeps its reason, and an approval you need to take back is rescinded with the record intact. Each application records who verified the credentials and when, keeps a version history, and can be assigned to the person on your team who owns it, and you see when a teammate has the same application open, so two press officers never answer the same outlet twice.

Give an approved journalist a badge number from the list, search by name, outlet or email, and download the list for your press office, with every download recorded.

• Kinds of media: photographers, video crews, TV and radio, student and foreign press
• Verify and approve: one at a time or in batches
• Permissions: photo, video, interview and a signed embargo
• An owner for each request: the press officer who handles that outlet

Send Press Passes to Your Press Office, Then Security

Set an approval rule once, such as when passes from press organisations come in, ask the press office, then security. Every press pass waits for each step in turn and goes out only once the last step says yes. Approvers decide from a link in their email with no sign-in, with the facts beside each request, such as how many passes the outlet has left and whether the person had a pass at your last event.

A decline asks why, and the reason goes back to the outlet on its own page. Requests whose names close soon are marked urgent, and when your press officer is away, an owner or admin of the event decides in their place with their own name and reason kept with the decision.

• Approval rules: your press office first, then security
• Decision links: approvers decide from their email
• Reasons go back: the outlet sees why a pass was declined

• Choose who approves accreditation requests for your event
• Approve or decline accreditation requests for your event

Let Newspapers and Photo Agencies Name Their Own People

The outlets you work with every year know who they are sending long before you do. Add each newspaper, broadcaster or photo agency as an outside team of the press kind, give it an allowance of press passes and a date names close, and email its contact a page of their own with no sign-in. They name their journalists and photographers, add badge photos and watch each pass move from waiting to sent.

The page opens in the contact's own language, and the people they brought to your brand's last event are offered back in one tap. Each person they name goes through your approval rules, so the press office still sees every name before a pass goes out.

• Press outlets as outside teams: an allowance of passes for each outlet
• Badge photos: added by the outlet for every person it names
• People from last time: last event's names added again in one tap

• Let outside teams name their own people for event passes

Keep the Press Pit Calm With the Right Pass on Every Photographer

Approved press join your pass list when you bring people into Accreditation, in a press group with the allowance you set. Give the press pass type the zones it opens, such as Press pit and Backstage, the days and hours it works, and a photo printed on the badge. Your staff gates check every press pass in and out of each zone, so the pit holds the photographers you approved and nobody else.

Pit slots come from your running order, so each approved photographer knows which acts they shoot from the pit and when, and your stage team and press office work from the same set times. Each act's photo rules sit with its pit slots, so photographers know what the act allows before they shoot, and an embargo on coverage says when their pictures and reviews can go out.

A photographer whose pass is for Saturday only is refused at the pit gate on Sunday, with the reason on the gate phone. Your supervisor can let someone through with a reason when the press office agrees, and the reason is kept with the scan. On site now shows how many press are inside each zone, with their names and the time each went in.

• Press passes: in a press group with its allowance
• Press pit zone: checked at your staff gates on every scan
• Photo badges: the photographer's face, zones and days on the badge

• Give Everyone Who Works Your Event the Right Pass, Approved and Ready Before the Gates Open
• Hand Out Every Pass Quickly and Keep Each Zone for the People Who Belong There

Keep Every Journalist Informed Before and During the Event

From Messages, email or text your press by their status, such as everyone approved, together with any crew or teams who need the same news. Start from a quick show-day message or ask Fai for a draft, check exactly who gets it before it goes, schedule it for later, and see who it reached and who opened it.

Use it for the photo call time, a change to the pit rota or the press conference room, and send it again to anyone it did not reach. Every message one person was sent about the event is listed against them, so your press office can answer an outlet that says it heard nothing. Keep every journalist and outlet on your press list, send your press releases to them and track the coverage they publish, so you see what the media said about your event and which outlets to invite again.

• Email and text the press: narrowed by status, such as approved
• Drafted by Fai: for you to check before it goes
• Who it reached: sent, opened or not reached for each person
• Press releases and coverage: sent to your press list, with the coverage each outlet publishes

• Message the crew, volunteers and traders working on your event

Collect Every Shot With Its Credit and Usage Rights

Each photographer, videographer and creator uploads their work through their own link, so every shot from your event reaches your team without a chase through file transfers and messages. Every upload lands in your brand library with the credit of the person who made it, and its usage rights stay with it, so your team knows how a photo or video may be used before it goes into a post, an ad or a press pack.

Fai picks assets from your brand library for your social posts and ads, so your marketing shows your own event at its best and your team spends less time searching through folders.

• Upload link: one for each photographer and creator
• Credits: the photographer or creator on every file
• Usage rights: kept with every photo and video
• Picked by Fai: assets for your social posts and ads

Share Your Best Photos and Video With Your Promoters

The photos and video from your event sell the next one. Add them to Marketing Assets with a ready-to-paste caption and the channel each one suits, and every promoter downloads them beside their own promoter link, so each post sells tickets and each sale is credited to the person who shared it.

Keep shots for one event on that event, or put them in your brand library, where they are ready for promoters across every event you run. Sort them into folders and tags, hide an asset until you are ready, or schedule it to go live at the minute you choose and email your promoters when it does. Each asset counts its downloads, so you see which shots your promoters actually used. Your brand kit keeps your logos, colours, fonts and tone of voice for everything your team makes.

• Marketing Assets: photos, video and captions for each event
• Brand library: assets ready for every event you run
• Go live on time: promoters emailed when an asset appears

• Give your promoters artwork to post about your event
• Set up a brand kit for your events