--- title: "Backline Hire, Supplier Orders and Event Kit Tracking" description: "Turn riders into one hire list, get suppliers to confirm and quote on their own page, count goods in and out, and track every radio and piece of kit." canonical: "https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers" --- # Backline Hire, Supplier Orders and Event Kit Tracking 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics) 3. Hire, kit & suppliers # Hire Exactly What Your Show Needs and Know Where Every Piece Is Adding up CDJs and amps from dozens of riders, chasing suppliers for confirmations, checking deliveries against paperwork and finding the radios that never came back takes whole weeks out of a production manager's year. With Ticket Fairy, every act's rider fills one backline list and works out how many of each item to hire, day by day and stage by stage, beside the PA, lighting and staging you hire yourself. Each supplier gets only its lines and only what changed, confirms them and sends its quote on its own page, and your crew counts what arrives and what goes back. On site, a kit desk hands out radios and kit by scan, outside teams order your spare kit at your prices, and every supplier's insurance and risk assessment is in before they arrive. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - One hire list worked out from every rider - Every order confirmed, counted in and checked before you pay - Every radio and piece of kit accounted for ![Ticket Fairy backline hire list for a festival, with CDJs, mixers, a drum kit, drumheads and guitar amps, how many to hire, each item's supplier and where each order stands](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--backline.png) ## Let Every Rider Fill Your Backline List Book your acts with their set times and add their technical riders in Advancing, and Backline hire fills itself, with each item on the right stage and day and each act's need quoted from its own rider. A line saying the act brings its own gear is left off, and lines too unclear to count are listed for you to check on the rider. When a rider changes, the list follows. Fai reads each rider as it arrives and again when it changes, and suggests adding items she finds in the production documents you upload. When a rider changes a need your team set by hand, the item says Rider changed: review, and you choose to use the rider or keep yours. A rider never overwrites a decision your team made. - **Read from riders**: each act's need quoted from its own rider - **Unclear lines flagged**: with a shortcut to the rider to check them - **Rider changed: review**: use the rider or keep your team's figure - [Advance Every Act Without Chasing Email Threads](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing) - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) ![Ticket Fairy CDJ hire item with each act's need quoted from their rider, a rider change to review, what is already on the stage and the item's history](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--line.png) ## Hire Each Item Once for the Busiest Day Acts on one stage and day share, so the busiest act's need counts and an act that needs its own adds on top. Reusable gear is hired once for the busiest day on each stage, things that get used up, such as drumheads, strings and tape, add up every day, and what the stage already has or you already own comes off first. You stop paying for a third set of CDJs that would sit in a flight case all weekend. How we worked this out on each item shows every day and stage behind the number, so you can answer the promoter who asks why you hired four and not six. The stage's own technical specs and the kit you own are read the same way as a rider, so a house PA or your own mixers come off the count. Production hire sits beside backline with the same working-out. Add the PA, lighting, staging, power and anything else you hire, with where it goes, the days it is needed and whether it can be reused, and a matching item joins the line already there. Set the load-in days before and load-out days after, and every hire period and per-day price follows. At a conference, add each room's kit the same way. - **Reuse across days**: gear hired once, used-up items counted daily - **Your kit first**: the stage's specs and your own kit come off - **Production hire**: PA, lighting, staging, power and more - **Hire period**: load-in and load-out days on every line ![Ticket Fairy backline item for CDJs opened to how the number was worked out, day by day on the main stage, with one already on the stage and reuse saving three units](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--worked-out.png) ## Send Each Supplier Only What Changed Fai drafts the email to each supplier from its items, hire dates, delivery and collection times, for you to read and send. Every send keeps a copy of the list as it was, so each item changed since says so, and the next email lists only those changes. Your backline company never builds your show from last month's version. Track every line from To order through Quoted, Ordered, Confirmed, Delivered and Returned. Items marked ordered count as committed costs in your event budget, and a supplier's priced items become a draft purchase order in one step. Print a clean sheet for any supplier with each item, how many and the hire dates, with delivery and collection at the top. Need a supplier near a venue you have not worked at before? Describe what you need and Fai lists local suppliers with their website and contact details. - **Fai drafts the email**: items, dates, delivery and collection - **Send the changes**: a short email with only what is new - **Purchase order**: a supplier's priced items in one step - **Budget**: ordered items counted as committed costs - [Send your event hire lists to suppliers](https://www.ticketfairy.com/guides/send-your-hire-lists-to-suppliers) - [Know What Your Event Will Cost Before the Bills Arrive](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) ![Ticket Fairy email Fai drafted to a backline supplier with the two changes since the last send, ready to check and send](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--send-list.png) ## Get Every Order Confirmed and Every Quote Read for You Give each hire supplier its own page, with no sign-in, and email it the link. On What we ordered from you, the supplier sees each line with its dates, stages and price and confirms them in one go. When it can only supply fewer, something else or at another price, it asks for a change, or asks to move the delivery and collection times, and you accept or decline each request. The supplier uploads its quote as a PDF or a photo, or you add one it emailed. Fai reads it against your lines and puts a suggestion on Today with the quoted prices and any substitutes, and names the lines the quote leaves out or has fewer of. Approve it and the prices fill in on your lines, so nobody types a quote in by hand. The supplier's page always shows each line as it is now, and each new link you send stops the one before, so only your latest email works. Ask Fai what your suppliers have asked for and where each quote stands. - **Please confirm**: every ordered line confirmed by the supplier - **Ask for a change**: fewer, something else, another price or other times - **Quotes read by Fai**: prices, substitutes and gaps, for you to approve - [Get hire suppliers to confirm orders and count deliveries for your event](https://www.ticketfairy.com/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries) ![Ticket Fairy page a hire supplier opens from its link, with the lines ordered from it to confirm, requests to change a line or the times, and its quote upload](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--supplier-page.png) ## Count Deliveries In and Out and Pay Only for What Arrived When a delivery arrives at the dock, your crew counts in how many came and how many are damaged, with a note. When the supplier collects, they count out what went back. Each line then shows how many are short, extra or damaged, and the latest count names who counted and when. Open the supplier's purchase order and What arrived compares every line ordered with what was counted in and back. A shortfall or damage is flagged in plain words, so you query the invoice with the facts in front of you and pay only for what you received. A slip at the dock is undone in one step. - **Count in**: how many arrived and how many are damaged - **Count out**: what went back and in what state - **What arrived**: ordered against counted, line by line - [Pay Everyone on Time and Settle Every Show With Figures Both Sides Can Check](https://www.ticketfairy.com/event-operating-system/contracts-and-payments/payments-and-show-settlement) ![Ticket Fairy purchase order for a hire supplier, with What arrived showing each line ordered, arrived and gone back and a warning that fewer arrived](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--what-arrived.png) ## Hand Out Radios and Kit by Scan and See Who Has What Put all your kit on one list: a single thing with its own tag, such as a golf buggy or a set of keys, a numbered set such as every radio, or a batch you count, such as hi-vis vests. At the kit desk, a barcode scanner reads the tag and opens the right step, so you hand kit out to a crew member, a volunteer or anyone by name, with a deposit note and a due-back time, as fast as the queue moves. Take each piece back with how it came back, and damaged kit is flagged on the kit list so a faulty radio is not handed straight back out. Who has what shows everything that is out, by person or by item, with what is overdue, and you take a whole team's kit back at once when their shift ends. After the event, ask Fai to draft one reminder to each person who still has kit, approve them on Today, and mark what is lost with its history kept. Keep your radio plan beside your kit, with each channel as it shows on the radio, who uses it, and each call sign with the person who answers. Print a radio sheet to pin up, and each team's day sheet shows its own channels. - **Scan or search**: a barcode scanner opens the right step - **Who has what**: by person or by item, with what is overdue - **Reminders from Fai**: one email each, approved by you - **Radio plan**: channels, call signs and who answers - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) ![Ticket Fairy kit desk with a scan or search field, two tagged radios, one out and one ready, and a batch of hi-vis vests with how many are left](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--kit-desk.png) ## Let Outside Teams Order Your Spare Kit at Your Prices Press teams, contractors and exhibitors all need radios, buggies and tables. Offer the kit on your list at the price you set for each team, and each team orders from its own page with no sign-in, choosing the dates and where the kit goes. How many are available always comes from your kit list, so you never promise a team what your own crew needs. Add your own cost to see your margin on every order, and set the most one team can order, a last day to order and which kinds of team can order it, so stand furniture goes to exhibitors and radios to the press. Approve an order and the kit is held for that team straight away, with an invoice the team pays from its page. Print a pick list of approved orders by day and place, hand each order out so the team shows in Who has what as the kit's holder, and take it back line by line with its condition. The team can order the same again at your next event in one step. - **Your price list**: what each team pays, with your margin - **Held on approval**: approved kit cannot be promised twice - **Pick list**: by day and by place, ready to print - **Invoice**: for every priced order, paid from the team's page - [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/guides/let-outside-teams-order-kit-and-equipment-for-your-event) ![Ticket Fairy page an outside team opens from its link, with the kit it can order, the price and availability of each, the dates and place, and its earlier orders](https://www.ticketfairy.com/embeds/posters/marketing-event-equipment--team-page.png) ## Have Every Supplier's Insurance and Paperwork Before Load-In Ask every supplier, caterer or contractor for public liability insurance, a risk assessment, a method statement, or a food hygiene, gas safety or electrical safety certificate, with a due date and what the file must show. Each team adds the file on its own page, and teams of that kind you add later are asked too. Under each file, Fai shows what she read in it, such as the expiry date, the cover and the name it insures, and says what does not match, like a policy that ends before your event does. You accept it with the expiry date confirmed, or send it back with what needs to change, and the team is emailed in its own language. Each request shows which teams are done, which files need checking, who is overdue and what expires soon. Let Fai suggest each reminder on Today, or have reminders sent before the due date and before an accepted file expires. Accepted files sit under each team in Licences and certificates, beside your traders' certificates. - **Common documents**: insurance, RAMS and safety certificates - **What Fai read**: expiry date, cover and who it insures - **Reminders**: before the due date and before expiry - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) ![Ticket Fairy request for public liability insurance, with each supplier asked, the file one sent, what Fai read in it and the buttons to accept it or ask for changes](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--request.png) ## How Production Teams Run Hire and Kit With Ticket Fairy - ### A Four-Stage Dance Festival Sixty DJ riders fill the backline list, and sharing on each stage and day brings the CDJ count down to what the busiest sets need. The backline company gets one email, then a short list of changes the week before, and the hire stays within budget. - ### A Greenfield Build The staging, power and furniture suppliers confirm their lines on their own pages. At the dock, the crew counts in two fewer crowd barriers than ordered, and the purchase order flags the shortfall before the invoice is paid. - ### Radios for Every Steward Over a Weekend The kit desk scans radios out to stewards and security at each shift change. On Monday, Fai drafts reminders to the twelve people still holding radios, and nine come back before the hire company collects. - ### A Trade Show With Exhibitors Exhibitors order stand furniture and power from their own page at the organiser's prices. Approved orders hold the stock, the pick list goes to the build crew each morning, and every order is invoiced. - ### A Food Festival Every caterer is asked for public liability insurance and a gas safety certificate. Fai spots a policy that ends the day before the event, and the trader sends a renewed certificate before load-in. [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 dialog to count a hire delivery in, with how many arrived, how many are damaged and a note](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--count-in.png) Count each delivery in at the dock, with how many are damaged. - ![Ticket Fairy Who has what list with each person who has kit out, how many pieces, and one overdue](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--who-has-what.png) See who has kit out, and what is overdue. - ![Ticket Fairy radio plan with a Control channel for emergencies and a Security channel, each with its call signs and who answers](https://www.ticketfairy.com/embeds/posters/marketing-event-kit--radio-plan.png) Give every team its channels and call signs. - ![Ticket Fairy pick list of approved kit orders for a festival day, grouped by place, with how many of each piece of kit and which order it is for](https://www.ticketfairy.com/embeds/posters/marketing-event-equipment--pick-list.png) Get every outside team's order ready with a pick list for the day. - ![Ticket Fairy dialog to accept a supplier's insurance, with the expiry date to check and the date Fai read from the file](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--accept.png) Accept a file with the expiry date Fai read from it. ## Set It Up Step by Step - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) - [Send your event hire lists to suppliers](https://www.ticketfairy.com/guides/send-your-hire-lists-to-suppliers) - [Get hire suppliers to confirm orders and count deliveries for your event](https://www.ticketfairy.com/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/guides/let-outside-teams-order-kit-and-equipment-for-your-event) - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) ## Questions About Hire, Kit and Suppliers ### Hire, kit & suppliers #### Who can use hire lists, the kit desk and supplier documents? The event's owners, admins and producers, from Hire and shopping, Kit and equipment and Licences and certificates on the event's Operations page. If a section is not in the list, open it from More sections. Any member of your event's team can ask Fai to hand out or take back kit, and she waits for their yes first. #### Why is the number to hire lower than the acts asked for? Acts on one stage and day share, reusable gear is hired once for the busiest day, and what is already on the stage or in your own kit comes off. How we worked this out on the item shows each part of the sum. An act with no set time yet counts on top of the rest until it has a day. #### Does sending a list or making a purchase order change my budget? Sending does not. Items count as committed costs in Budget when you mark them ordered, or once through the purchase order you approve. A purchase order needs a price on every item, with every price in the same currency. #### Does a supplier or an outside team need a Ticket Fairy account? No. They open the link to their own page on any phone or computer with no sign-in, and confirm lines, send quotes, order kit or add files there. #### Does Fai change my prices or accept a file on her own? No. Fai puts a quote's prices on Today as a suggestion, and they change only when you approve it. For documents, she tells you what she read and what does not match, and you accept the file and confirm its expiry date yourself. #### What if a supplier can only supply fewer than I ordered? Accepting their request puts the agreed number in the line's notes and keeps the list's own figure, which comes from what the acts and the production need. Order the rest from another supplier. #### How big can a quote or a document be? A quote can be a PDF or a photo up to 15 MB, and a supplier's page takes up to 20 quotes a day. A document can be a PDF, a photo or a Word file up to 25 MB, and a team can add up to 30 files a day. #### Can I scan kit tags with a phone camera? Type or paste the tag into the scan field, or use a USB or Bluetooth barcode scanner, which types the tag for you. #### When is a kit order invoice due? 14 days after it is made. The team pays from its page, and you see each invoice in Bulk Invoices and on the order. You can hand out kit before it is paid, and the order history records that you did. #### When are document reminders sent? Automatic reminders are off until you turn them on, so Fai suggests each one on Today. With them on, each team that owes a file is emailed 7 days and 1 day before it is due, and before an accepted file expires. ## Explore More of the Event Operating System - [Site map & deliveries Draw your site to scale, let Fai check the safety essentials, publish an attendee map, share a live map with responders, and book every delivery into an arrival time at the gate. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/site-map-and-deliveries) - [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) - [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) - [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 **Site & logistics**](https://www.ticketfairy.com/event-operating-system/site-and-logistics) [Next **Dressing rooms**](https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders) Ticket Fairy in full: [ticketing platform](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)