---
title: "Festival Line-Up, Running Order and Artist Applications"
description: "Choose acts and speakers with your review panel, catch running-order clashes before show day and announce your line-up in waves with a timetable fans can star."
canonical: "https://www.ticketfairy.com/event-operating-system/artists-and-line-up/line-up-and-running-order"
---

# Festival Line-Up, Running Order and Artist Applications

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. Line-up & running order

# Choose Your Acts, Get the Running Order Right and Announce Your Line-Up on Time

A line-up starts as hundreds of applications, turns into a running order that changes every time a flight moves, and goes public in waves right up to the weekend. Ticket Fairy carries it through each stage. Collect applications to play and talk proposals from your own forms, let your review panel score them from their own links, read Fai's notes beside the scores, and turn a yes into a booking with a draft offer and an advance already started. Running-order checks read each show day every time it changes and point at each clash with a fix Fai has already tested. Then publish acts and set times to your event page, your website and a timetable fans plan their day from, reviewing every change before it goes public.

  [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- Every application scored by your panel, with a yes that becomes a booking
- Running-order clashes found and fixed while they are easy to fix
- A line-up revealed in waves on the minute you choose

   ![Ticket Fairy Line-up section listing acts with their set times, which are shown on the public line-up and a change waiting to go public](https://www.ticketfairy.com/embeds/posters/marketing-event-lineup--lineup.png)

## Open Your Call for Talks or Applications to Play

Start an apply-to-play form for acts or a call for talks for speakers, and every answer lands in 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, so 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](https://www.ticketfairy.com/event-ticketing/event-waiting-list), mark it as withdrawn when the applicant pulls out, or decline it with a reason for your team. Nobody is emailed about a decline, and you can move it back to reviewing whenever you change your mind. When the form allows it, applicants 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**: every application in its stage
- **Sort by score**: best reviewer score or best Fai score first

- [Review act and talk applications for your event with your team](https://www.ticketfairy.com/guides/review-act-and-talk-applications-with-your-team)
- [Take act and trader applications for your event](https://www.ticketfairy.com/guides/take-applications-with-a-form)

   ![Ticket Fairy applications for an event, with new talks and acts, the reviewers' score, Fai's score and a possible repeat](https://www.ticketfairy.com/embeds/posters/marketing-event-applications--applications.png)

## Let Your Whole Panel Score From Their Own Link

Add reviewers to the panel and send each one their own link. They open it with no sign-in, read your note on what you are looking for, and 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, and the review flags when reviewers disagree.

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

    ![Ticket Fairy page a reviewer opens from their link, with each talk proposal to score from 1 to 5 and the names hidden](https://www.ticketfairy.com/embeds/posters/marketing-event-applications--reviewer-page.png)

## Turn a Yes Into a Booking in One Step

Fai reads every application that arrives from a form and gives it a summary, a score out of 5 with her reasons and, for an act, 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 when the session starts, its length and the 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 reading. 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, and 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 Every Act Without Chasing Email Threads](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing)

   ![Ticket Fairy dialog to accept a talk, listing the speaker, the agenda session and the advance it adds, with when the session starts, its length and the room](https://www.ticketfairy.com/embeds/posters/marketing-event-applications--accept.png)

## Catch Every Running-Order Clash 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. They catch overlapping sets, an act on two stages at once, an act with too little time to move between stages, 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, so 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 the stage they play, including lines such as No drum riser, so a gap is found while there is still time to hire the kit, agree a substitute or move the act.

The same checks read a conference agenda, so keynotes and Q&As in each room are checked the way sets on a festival stage are. Each day sheet in the dashboard shows the problems that touch 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](https://www.ticketfairy.com/guides/check-your-running-order-for-clashes-before-show-day)

   ![Ticket Fairy running-order checks for a festival Saturday, with a late arrival before soundcheck, a short changeover with two fixes and a rider the stage cannot meet](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--checks.png)

## Fix a Clash in One Tap and Undo It Just as Fast

Each problem comes with the fixes Fai has tried on a copy of the day: move a set, move it and everything after it, swap two sets or shorten one slightly. A fix is offered 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, plus 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 judged on its own terms. Once the day works, Fai drafts the call times for each act and each department, by email and by text where there is a mobile number, and nothing is sent 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**: every act and department, approved by you

- [Plan Every Cue, Call the Show Live and Keep Every Team on the Same Time](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling)

   ![Ticket Fairy dialog to apply a running-order fix, listing the cue that moves and its new time before anything changes](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--apply-fix.png)

## Reveal Each Wave of Your Line-Up on the Minute You Choose

Tick the acts for the next wave, choose the date and time, and they go out with your next publish but stay hidden until that moment. The announcement reaches your event page, your website and your timetable together, without anyone up at midnight pressing a button. Fans see a new wave land 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, and her draft waits beside the bio until you choose to use it. Fees, contacts and notes never reach 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](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times)

   ![Ticket Fairy dialog announcing three acts at a chosen date and time in the event's time zone](https://www.ticketfairy.com/embeds/posters/marketing-event-lineup--announce.png)

## Know Exactly What Goes Public Before It Does

Review and publish lists every act added or taken off, every profile updated and every set time that moves, and warns about any act going public without a bio, photo or set time. If a teammate changes something while you read, nothing is published and you see the latest review, so 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, ready for you to check 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, and taking the whole line-up down keeps your acts and history 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

    ![Ticket Fairy Review and publish your line-up dialog listing a set time that moves, a profile update and an act going public without a photo](https://www.ticketfairy.com/embeds/posters/marketing-event-lineup--review.png)

## Put a Timetable Fans Plan Their Day From on Your Own Website

Your event page shows the published line-up by itself. 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, star the sets they want to see and add them 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 never disagree on a set time. 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**: every starred set at the right local time

- [Guide Every Fan Through Their Day and Let Them Pay With a Tap](https://www.ticketfairy.com/event-operating-system/front-of-house/fan-app-and-cashless)

## How Organisers Build Their Line-Up With Ticket Fairy

- ### A Festival Taking Applications to Play

  Four hundred bands apply through the apply-to-play form. Three outside reviewers score from their own links, the bookers sort by the best reviewer score, and each accepted act lands in Artists with a draft offer and an advance started.
- ### A Conference Call for Papers

  The programme committee reviews talk proposals with names hidden. Accepting a talk puts the speaker on the agenda with a room and a start time, and the running-order checks catch a speaker booked into two rooms at once.
- ### A Headliner's Delayed Flight

  A flight change lands the headliner after their soundcheck. The checks flag it straight away, Fai offers to move the soundcheck and everything after it, and the production manager applies the fix and drafts new call times.
- ### A Line-Up Revealed in Three Waves

  The promoter schedules each wave for ten in the morning on announcement days. Every act appears on the event page, the website and the timetable at that minute, with bios Fai drafted and the promoter approved.
- ### A Weekend of Moved Set Times

  Two set times move on the Friday. The review shows exactly what changes, the timetable on the festival website updates when the promoter publishes, and ticket holders get an email listing the new times.

    [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 forms and reviewers for an event's applications, with the forms that fill the list, whether reviewers see names, the note for reviewers and the review panel](https://www.ticketfairy.com/embeds/posters/marketing-event-applications--forms-and-reviewers.png) Choose whether reviewers see names, enter a note on what you are looking for and manage your panel.
- ![Ticket Fairy accepted act application, showing it was added to Artists with a draft offer and an advance, and one step still to finish](https://www.ticketfairy.com/embeds/posters/marketing-event-applications--added-to-your-event.png) See what an accepted application added to your event, and finish any step in one go.
- ![Ticket Fairy timing rules dialog with the event's default changeover, act turnaround and arrival time, and each stage's changeover, hours and closed days](https://www.ticketfairy.com/embeds/posters/marketing-event-running-order--timing-rules.png) Set the changeover, hours and closed days for each stage, and the checks use them.
- ![Ticket Fairy public profile for one act with the name on the line-up, a photo link, the bio, Fai's draft bio waiting to be used, links and genres](https://www.ticketfairy.com/embeds/posters/marketing-event-lineup--profile.png) Give every act a public profile, with a bio Fai drafts for you to use.

## Set It Up Step by Step

- [Review act and talk applications for your event with your team](https://www.ticketfairy.com/guides/review-act-and-talk-applications-with-your-team)
- [Check your running order for clashes before show day](https://www.ticketfairy.com/guides/check-your-running-order-for-clashes-before-show-day)
- [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times)
- [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it)

## Questions About Your Line-Up and Running Order

### Line-up & running order

#### Who can see applications and change the line-up?

You need an owner, admin or producer role on the event. Applications, Run of show and Public line-up are on the event's Operations page; open any that is not listed from More sections. Each time someone opens the list of applications or one application, it is recorded.

#### Do reviewers need a Ticket Fairy account?

No. Each reviewer opens their own link with no sign-in. The link works for 60 days, and you can stop it or send a new one at any time.

#### Is the applicant emailed when I accept or decline?

Not about the decision. When you accept, Fai gets their advance link ready for you to send. Turn on Email accepted people their advance link straight away to send it at once.

#### Does Fai read talks I add by hand?

No. Fai reads the applications that arrive from a form and checks those for repeats. Score a talk you added by hand yourself.

#### How many fixes does each running-order problem get?

Up to two, best first: the fewest new problems, then the smallest move. Fai shortens a set by no more than 15 minutes, and never below 10 minutes long, because beyond that the act needs to agree.

#### Why can a fix not be applied?

The stage and day are locked, a cue in it has already been called on show day, or the run of show changed since the fix was worked out. Unlock the stage, or use the new fix the checks show.

#### I changed a set time. Is it public?

Not until you publish again. The Public line-up section says how many changes are waiting.

#### Do private sessions show on the public timetable?

No. Only sets with public acts, and sessions open to the public that are not cancelled or postponed, go on the line-up.

#### What if two of us publish at the same time?

The second publish stops and shows the latest review, so nobody publishes changes they have not seen. Two people changing the timing rules at once works the same way: the second save does not overwrite the first without you seeing it.

#### What can Fai do with my line-up?

Fai lists applications with her notes, scores, moves, declines or accepts one, and manages your review panel. She reads the running-order problems, applies a fix, changes timing rules and drafts call times. She updates an act's public profile, drafts bios and publishes the line-up after you have seen what will change. She shows you each change and waits for your yes.

## Explore More of the Event Operating System

- [Artist advancing Advances their own team fills in, answers Fai finds in tour books and replies, allowances from the offer, one travel party list and rider checklists for every act. Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing)
- [Run of show Build the run of show from Fai's draft, catch clashes and late finishes, call every cue live, catch a late stage up in one step and give every team its own day sheet, backstage TV and calendar. Show day](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling)
- [Schedule & stages Every stage's day on a timeline, build and break days on the run of show, running-order checks with fixes, stage specs and changeovers from every rider, and a stream of the sets you have rights to. Production & technical](https://www.ticketfairy.com/event-operating-system/production-and-technical/production-schedule-and-stages)
- [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)
- [Sessions & networking Delegates pick sessions from your agenda with a place each, room doors admit only the people who picked them, and delegates meet, book meetings and ask questions live. Registration & badges](https://www.ticketfairy.com/event-operating-system/registration-and-badges/sessions-and-networking)
- [Fan app & cashless Your timetable, site map, each fan's schedule, live updates and a lost-property form on every phone, and cashless wristbands linked to tickets with spend in your settlement. Front of house](https://www.ticketfairy.com/event-operating-system/front-of-house/fan-app-and-cashless)

       [Back to **Artists & line-up**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up) [Previous **Artist advancing**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing)

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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)