--- title: "Artist Advancing Software for Festivals, Venues and Tours" description: "Advance every act from one link their tour manager fills in, let Fai fill answers from tour books, keep allowances from the offer and tick off every rider line." canonical: "https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing" --- # Artist Advancing Software for Festivals, Venues and Tours 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up) 3. Artist advancing # Advance Every Act Without Chasing Email Threads Advancing a line-up usually means weeks of flights, input lists, riders and guest list names scattered across inboxes, then a show-day scramble when the person who booked the act is not the person on shift. With Ticket Fairy, every act on the bill gets an advance with only the sections they need and a due date for each. Their tour manager fills in their part from a link with no sign-in, and Fai fills in answers from tour books, riders, their email replies and what they had last time, each one waiting for you to accept. Guest list places, rooms, nights, meals and drinks come straight from the accepted offer, and one travel party list feeds the passes, the hotel, pickups and the kitchen. Every rider line becomes a checklist your team ticks off, and you sign each advance off when it is ready. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Advances filled in by each act's own team and by Fai - Allowances from the offer, with every ask for more answered - Every act and every rider line signed off before show day ![Ticket Fairy Advancing list for a festival, with each performer's confirmed sections, what is still needed, days to go and status](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--list.png) ## See Which Acts Need You Today Every act on the line-up has an advance, with how many sections are confirmed, what is still needed and how many days are left before the show. Filter to the acts that need attention, the ones waiting on their own team or the ones ready to sign off, and work down the list that matters right now. At a conference the same list advances your speakers, and at a film festival your filmmakers. An act needs attention when a section was sent back for changes, a due date has passed, or the show is close with sections still open. The first time anyone opens an advance, Fai fills in the empty answers she finds in the booking, travel, hotel, schedule and documents, marks each one as filled by her with where it came from, and never replaces an answer a person gave. Accept a whole section of her answers at once, or change any of them before you save. - **Filters**: needs attention, waiting on their team, ready to sign off and signed off - **Progress on every row**: sections confirmed, what is still needed and days to go - **Filled by Fai**: answers from the booking, each showing where it came from - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) ![Ticket Fairy advance for one performer, with the due date, buttons to ask their team, ask Fai, print and sign off, each section with its status, and their team's contacts and links](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--sheet.png) ## Ask Each Act Only for What They Need A local support DJ does not need the same advance as a touring headliner. Choose the sections each act needs, from arrival and departure, accommodation and technical to guest list, merch and content and marketing, and give each one its own due date. Add a section of your own, such as Wi-Fi or security, wherever your event needs one. Save the sections for an act as a set, one for headliners and another for local acts, and describe the acts it suits. Fai then matches new acts to the right set, with its allowances, so a fifty-act bill is advanced on the terms you use every year. A section you leave out keeps its answers, drops out of their team's link and Fai's chasing, and comes back whenever you add it again. - **Sections for this act**: untick what the act does not need, and add it back at any time - **Due date for each section**: the date you need each part by - **Saved sets**: one set for headliners, another for local acts, matched by Fai ![Ticket Fairy dialog of the sections one performer needs, with a due date for each and the saved sets of sections for acts like them](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--sections-for-act.png) ## Let the Tour Manager Fill In Their Part Choose a contact from the act's team, pick the sections they can see and fill in, and send the link by email or copy it. The tour manager opens it on any phone or computer with no account, sees what is still needed at the top, and saves answers and files such as stage plots, input lists and riders as they go. Each section they save shows as received on your advance. The tour manager can invite a teammate, such as their production manager, with a link of their own for only the parts they choose. Payment and settlement stays private unless you add it. Start the act's team from the agents, tour managers and engineers Fai found in the booking paperwork, and stop a link at any time without losing what they already filled in. - **Ask their team**: a link to only the sections you choose, by email or copied - **Their team**: agents, tour managers and engineers, started from people Fai found - **Invite a teammate**: their own link for the parts the tour manager chooses ![Ticket Fairy advance page a tour manager opens from the link, with the sections to fill in, what is still needed and a file upload](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--their-page.png) ## Turn Tour Books, Riders and Replies Into Answers Add a tour book or rider, or let the tour manager send theirs from the advance link, and Fai reads it along with the act's replies to your emails and what they had at your last event. Each answer she finds waits under Answers to check, beside the words she found it in. Accept the new answers together, replace an existing one only when you choose, and reject anything that is wrong. Accepted technical and hospitality answers also update your hire and shopping lists, so the backline order and the dressing room shop follow the advance. As the show gets closer, Fai drafts an email to the act's main contact that lists exactly the sections still open, with a fresh link to fill them in. You read it and approve it before it goes, and payment and settlement is never part of a chase. - **Answers to check**: each answer with the words Fai found it in - **Use what they had last time**: answers from the act's advance at your earlier event - **Replies read for you**: emails from the act's contacts in your connected mailbox - **Chase drafts**: the missing sections listed, sent only when you approve - [Fill in each performer's advance for your event from tour books, riders and emails](https://www.ticketfairy.com/guides/fill-in-advances-from-tour-books-riders-and-emails) ![Ticket Fairy answers Fai found for a headline DJ's advance, each with the words she found it in, the answer now, and Accept, Replace or Reject](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--answers-to-check.png) ## Give Every Act What You Agreed, Straight From the Offer The deal already says what the act gets. Use the numbers from the accepted offer and the guest list places, hotel rooms, nights, meals and drinks fill in by themselves, each marked as coming from the offer. Change any number, or leave one empty for no limit, and see what is used and what is left beside each. The tour manager sees the same allowances on their advance link, with what is left of each and a way to ask for more beside it. They cannot add more guest list names or a bigger party than the rooms allow, so the limits hold without anyone policing them. Each ask shows what they want and why: approve it and the allowance rises by exactly that, or say no with a reason they read on their link. When an approval rule covers these asks, the ask goes to the person it names. Your own team can always go over an allowance, and it then shows as over. Guest list places are the act's guest list pass group in Accreditation, so changing the number on the advance changes it there too. On the day, when your meal desk scans a pass from the act's travel party, the card shows their drinks for today and your team gives each one against the allowance. - **Use these numbers**: every allowance taken from the accepted offer - **Used and left**: what the act has taken against what they are allowed - **Asks for more**: approved, or declined with a reason the act reads - [Set each performer's guest list, hotel and meal allowances for your event](https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party) - [Give Everyone Who Works Your Event the Right Pass, Approved and Ready Before the Gates Open](https://www.ticketfairy.com/event-operating-system/accreditation/accreditation-and-passes) ![Ticket Fairy allowances for a headline DJ, with guest list places, hotel rooms and nights, meals and drinks, what is used and left, and an ask for more guest list places](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--allowances.png) ## Keep One Travel Party List Every Team Works From Add each person travelling with the act with their role, contact details, dietary needs, room and arrival and departure times, or paste the list straight from the tour manager's email and check who it found before anyone is added. The passes, the hotel's rooming list, pickups and the kitchen's dietary count all take their names from this one list. The list counts the people, those staying and the rooms they need, and warns you when it needs more rooms than the act is allowed. The tour manager can fill it in themselves on their advance link. Take someone off and they leave the travel party, the rooming list and pickups together, so the driver is never waiting for a drummer who stayed home. - **Travel party**: people, rooms shared and dietary needs for each act - **Paste a list**: names from an email, checked before anyone is added - **Room warning**: a clear line when the list needs more rooms than allowed - [Get Every Act Housed, Picked Up and On Stage on Time](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/artist-travel-and-hotels) ![Ticket Fairy travel party for a headline DJ, with each person, what they do, their room and dietary needs, and a warning that the list needs more rooms than allowed](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--travel-party.png) ## Turn Every Rider Into a Checklist the Whole Team Can Follow A rider is dozens of lines, from backline to towels to the car from the airport. Keep each act's hospitality rider, technical requirements and catering as lines with how many are needed and any alternative the act accepts, such as or two vegetarian. Each line starts as to do and is struck through when it is done, so whoever is on shift sees what is still open without calling the booker. Add notes to the act for anything the team must know, such as where the band wants to eat or which dressing room is theirs; every note shows who added it and when, and your teammates see it straight away. Upload the rider and Fai picks out what it asks for, then adds the items you name to the list. She also files a document under the right act and part of the booking, and reads a contract or invoice for the fee, deposit and payment dates. - **Rider items**: quantity, item and the alternative the act accepts - **To do and done**: finished lines struck through, open lines easy to spot - **Team notes**: who added each note and when - **Rider and contract reading**: Fai picks out rider items and the fee, deposit and dates - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Give Every Act a Room and Everything Their Rider Asks For](https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders) ![Ticket Fairy hospitality rider for one artist, listing each rider item with its quantity and whether it is To Do or Done](https://www.ticketfairy.com/embeds/posters/marketing-event-team-records--rider-items.png) ## Confirm Each Part and Sign Every Act Off Every act on the bill is a card on Artists, with a badge for finance, technical, hospitality, catering and travel and accommodation that turns complete only when someone on your team marks it. Two weeks out, you can see exactly which acts to chase. On the advance, mark each section confirmed or send it back for changes, and sign the advance off when every section is confirmed. Keep notes for your team that the act never sees. Signing off shows the act's page read only until you reopen it, and you can print a day sheet for the act from the advance. Add each day of the event with its opening and closing times, and every set, soundcheck and rider task is planned against the right day, in the event's own time zone, so a touring act and your production office read the same clock. Drop contracts and riders onto Artists and Fai sorts the files by act, so the paperwork you already have starts each record. Switch to the table view to work down a long bill. - **Booking badges**: finance, technical, hospitality, catering, travel and accommodation - **Section status**: received, needs changes and confirmed - **Sign off and reopen**: a read-only page for their team once it is done - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) ![Ticket Fairy artists tab showing each booked artist as a card with badges for the finance, technical, hospitality, catering and travel parts of the booking](https://www.ticketfairy.com/embeds/posters/marketing-event-production--artists.png) ## How Organisers Advance Their Acts With Ticket Fairy - ### A Festival With Sixty Acts The artist liaison team saves one set of sections for headliners and another for local acts, and Fai matches every new booking. Two weeks out, the Needs attention filter shows the eight acts still to chase, and Fai has their chase emails drafted. - ### A Touring Headliner The tour manager sends their tour book from the advance link. Fai fills in flights, input lists and the hospitality rider for the promoter to accept, and the backline hire list updates from the accepted technical answers. - ### A Club With Tight Guest Lists Each DJ's guest list allowance comes from the offer, and their tour manager fills the names in on their link. An ask for two more places goes to the promoter, who says no with a reason the act reads on their link. - ### A Conference Advancing Speakers The events team advances keynote speakers with only arrival, accommodation and technical sections. Each speaker's assistant fills in flights and slide requirements, and the team signs every speaker off before rehearsals. - ### A Venue With a Busy Calendar The production manager keeps every rider as a checklist on each artist's card. Whoever is on shift ticks off the towels, water and backline, and the notes say which dressing room each act has. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy advance link a tour manager opens, with what the act is allowed and Ask for more, who is travelling, files for Fai and Invite a teammate](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--act-link.png) The tour manager sees what the act is allowed, fills in who is travelling and sends their tour book. - ![Ticket Fairy dialog to say no to an act's ask for more guest list places, with the reason the act reads on their advance link](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--say-no.png) Say no to an ask for more with a reason the act reads on their link. - ![Ticket Fairy notes on an artist's hospitality rider, with a New note box and two notes from the team](https://www.ticketfairy.com/embeds/posters/marketing-event-team-records--team-notes.png) Keep the whole team briefed with notes on each act. - ![Ticket Fairy meal desk with an act's travel party pass scanned, with meals left today and 4 of 6 drinks left](https://www.ticketfairy.com/embeds/posters/marketing-event-small-items--act-drinks.png) On the day, the meal desk gives drinks against the act's allowance. ## Set It Up Step by Step - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [Fill in each performer's advance for your event from tour books, riders and emails](https://www.ticketfairy.com/guides/fill-in-advances-from-tour-books-riders-and-emails) - [Set each performer's guest list, hotel and meal allowances for your event](https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) ## Questions About Artist Advancing ### Artist advancing #### Who can advance acts? You need an owner, admin or producer role on the event, and you work from Advancing on the event's Operations page. If Advancing is not in the list, open it from More sections. Other roles on the team can read rider items and notes. #### Does the act's team need a Ticket Fairy account? No. They open the link from the email on any phone or computer with no sign-in, and see only the sections you shared with them. A teammate they invite opens their own link the same way. #### When is an advance due? The due date starts at 14 days before the performance, and you can change it for the whole advance or for each section. Once it passes, the act shows under Needs attention. #### How long does the link work? 30 days by default, and you can choose from 7 to 90 days. You can stop a link at any time, and what they already filled in stays. #### Does Fai change answers on her own? No. Everything she finds waits under Answers to check until you accept it, and she only replaces an answer a person gave when you choose Replace. The old answer stays in the advance's history. #### When does Fai start chasing? From 21 days before the show, when sections are still open and no link went out in the last 3 days. Payment and settlement is never chased, and every chase waits for your approval. #### Does Fai read files with bank details? No. Fai never reads a file ticked as having bank or payment details, and a file in Payment and settlement is always treated that way. She reads PDF, Word, Excel, text and image files of up to 25 MB. #### How many teammates can the tour manager invite? A link you sent can invite up to 10 teammates a day. A teammate cannot invite anyone else, and their link stops when the tour manager's does. #### Is the act emailed when I answer an ask for more? No. They see your answer, and your reason when you say no, the next time they open their advance link. #### What if two of us change the same section at once? The second save does not overwrite the first. The advance reloads with your teammate's version, and you make your change again on it. On a rider item, you choose to keep their version or apply your changes again. ## Explore More of the Event Operating System - [Line-up & running order Applications scored by your panel and Fai, running-order checks with tested fixes, and a line-up announced in waves with a timetable fans can star. Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/line-up-and-running-order) - [Artist travel & hotels Fill hotel blocks for acts and crew, share live rooming lists, plan pickups and shuttles with drivers and vehicles, and show each act their whole stay with what changed. Travel & hotels](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/artist-travel-and-hotels) - [Passes & approvals Named passes for crew, acts, traders, volunteers and press, with zones, days, meals and parking, outside teams naming their own people and approvers deciding from their email. Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation/accreditation-and-passes) - [Dressing rooms Plan dressing rooms around every set with Fai, catch overlapping bookings, and turn hospitality riders and standard packages into a shopping list for each day. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders) - [Contracts & e-signature Contracts started from your deals and signed by email with no account, risky clauses flagged, agent paperwork checked against your offer, contracts sent in bulk and welcome packs for everyone. Contracts & payments](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/contracts-and-e-signature) - [Budget & act costs One shared event budget with planned against recorded costs, committed supplier spend, suggested totals from your own records and the all-in cost of every act. Budget & costs](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) [Back to **Artists & line-up**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up) [Next **Line-up & running order**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/line-up-and-running-order) Ticket Fairy in full: [ticketing platform for event organisers](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)