---
title: "Collect insurance and certificates from your event's outside teams | Guides Ticket Fairy"
description: "Ask your event's suppliers, contractors, caterers and other outside teams for public liability insurance, risk assessments, method statements and safety certificates. Each team adds the file on its own page with no sign-in, Fai reads the expiry date and cover, and you accept the file or ask for changes, with reminders before it is due and before it expires."
canonical: "https://www.ticketfairy.com/fr/guides/collect-insurance-and-certificates-from-your-outside-teams"
---

# Collect insurance and certificates from your event's outside teams | Guides Ticket Fairy

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/fr/guides)
3. Collect insurance and certificates from your event's outside teams

Piloter la production

# Collect insurance and certificates from your event's outside teams

Festival and venue operations teams need insurance and safety paperwork from every supplier on site, and chasing it by email leaves gaps the licensing officer finds first. Asking once for each document, from every team that owes it, shows you who has sent what and whose cover runs out before the gates open.

Ask your event's suppliers, contractors, caterers and other outside teams for public liability insurance, risk assessments, method statements and safety certificates. Each team adds the file on its own page with no sign-in, Fai reads the expiry date and cover, and you accept the file or ask for changes, with reminders before it is due and before it expires.

Pour:  Getting every outside team's paperwork in before your event

Durée:  9 minutes

- [Open documents from outside teams](#step-1)
- [Ask for a document](#step-2)
- [Choose who sends it](#step-3)
- [Set the due date and reminders](#step-4)
- [Send the request](#step-5)
- [A team's file from its page](#step-6)
- [Open the request](#step-7)
- [Accept a file](#step-8)
- [Ask for changes](#step-9)
- [Check who is still missing](#step-10)

## Avant de commencer

- You are an owner, admin or producer on the event. The event's **Operations** page opens for those roles only.
- The teams you are asking are in the event's Outside teams section, each with a contact email and the link to its own page.

1. ## Open documents from outside teams

   Open the event, select **Operations**, select **Licences and certificates** in the list of sections, then select **Outside teams**.

   **Remarque:** Each document you asked for shows how many teams have it accepted and what needs you. If Licences and certificates is not in the list, select **More sections** and open it there.
          ![Ticket Fairy documents asked of outside teams for a festival, with insurance, a risk assessment and a gas certificate, how many are accepted and what needs checking](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--requests.png)    Documents from outside teams.
2. ## Ask for a document

   Select **Ask for a document**, then enter **What you need** or choose one under **Common documents**.

   **Remarque:** The common documents are public liability insurance, a risk assessment, a method statement and food hygiene, gas safety and electrical safety certificates.
          ![Ticket Fairy dialog to ask outside teams for a document, with what you need, which kinds of team or teams by name send it, the due date, instructions and reminders](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--ask-for-a-document.png)    Ask for a document.
3. ## Choose who sends it

   Under **Who needs to send it**, tick the kinds of team, choose teams under **Teams by name**, or both.

   **Remarque:** A kind of team you tick includes every team of that kind you add to the event later. A team you choose by name is asked whatever its kind.
4. ## Set the due date and reminders

   Optional: fill in the rest of the dialog before you send it.

   - **Due by (optional)**: The date and time each team must send it by. Reminders count back from it.
   - **What the team needs to know (optional)**: Shown with the request on each team's page, for example the cover it must have and the name it must show.
   - **Ask for the expiry date**: On by default. Each team enters the expiry date with the file, and you get a reminder before it runs out.
   - **Send reminders automatically**: Off by default, so Fai suggests each reminder on Today for you to send. With it on, we email each team that owes the file 7 days and 1 day before it is due, and before an accepted file expires.
   - **Email the teams now**: On by default. Each team's contact gets an email saying what you need.
5. ## Send the request

   Select **Ask**.

   **Remarque:** The document appears on the page of every team you asked, under Documents we need.

## A team's file from its page

The team's contact opens their page with no sign-in and sees **Documents we need**, with what you asked for, when it is due and what they need to know. They select **Add file**, choose a PDF, a photo or a Word file of up to 25 MB, enter the expiry date if you asked for it, and send it. Each document then shows **Needed**, **Being checked**, **Accepted** or **Changes needed** with what you asked them to change.

**Remarque:** A team can add up to 30 files a day on its page. After the due date passes, the page asks them to contact you for more time.

       ![Ticket Fairy Documents we need section of an outside team's page, with each document asked for, its due date and status, and the button to add a file](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--team-page.png)    What the team sees on its page.

6. ## Open the request

   Select the document in the list to see each team you asked, its file and where it stands.

   **Remarque:** 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, such as a policy that ends before the event does.
          ![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)    One request, team by team.
7. ## Accept a file

   Select **Open file** beside a team to check it, then select **Accept**, check the **Expiry date** and select **Accept**.

   **Remarque:** The date starts as the one the team entered or Fai read. Change it if the file says something else, because we remind the team before it expires.
          ![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.
8. ## Ask for changes

   If a file is not right, select **Ask for changes**, enter **What needs to change**, then select **Send**.

   **Remarque:** We email the team what to change, in their language, and their page shows it. They add a new file, and it comes back to you to check.
          ![Ticket Fairy dialog to ask a supplier for changes to its insurance, with what needs to change](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--ask-for-changes.png)    Ask for changes.
9. ## Check who is still missing

   Go back to the list of documents.

   **Remarque:** Each document shows how many teams are accepted of those asked, and counts the files to check, the teams overdue and the files expiring soon. Accepted files are also in the **This event** view, under each team.

## Essayez ces étapes sur votre propre événement

Créez un compte gratuit, montez votre événement et suivez les étapes ci-dessus dans votre propre tableau de bord. Cela prend quelques minutes et vous n'avez pas besoin de réserver un appel commercial.

    Votre adresse e-mail    [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Ou faites-le faire pour vous

Fai lists what you asked outside teams for and where each team stands, asks teams for a new document, changes, closes or removes a request, accepts a file with its expiry date, asks a team for changes, gives a team more time and sends reminders. She shows you each change or email first and waits for your yes. She cannot add a file for a team; select Add their file in the dashboard for that.

### Dans votre tableau de bord, avec Fai

Ask every supplier at \<EVENT NAME\> for public liability insurance by 1 October, and tell me which teams still owe their risk assessment

## Laissez Fai le faire pour vous

Fai travaille dans votre tableau de bord Ticket Fairy. Créez votre compte, ouvrez Fai et collez la consigne ci-dessus.

   [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Send a reminder now

1. ### Remind the teams

   Open the request, select the **Remind** button, which shows the number of teams, then select **Send reminder**.

   **Remarque:** We email each team you still ask that has not sent a file you accepted yet.
          ![Ticket Fairy confirmation to send a reminder to the outside teams that have not sent their insurance yet](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--send-reminder.png)    Send a reminder now.

Fai emails a reminder to the teams that still owe a document, after you confirm.

### Dans votre tableau de bord, avec Fai

Remind the suppliers who have not sent their insurance for \<EVENT NAME\>

## Give a team more time

1. ### Change its due date

   Open the request, select **Give more time** beside the team, choose the **New due date**, then select **Save**.

   **Remarque:** Only that team gets the new date. The others keep the request's own due date.

Fai gives one team a later due date, after you confirm.

### Dans votre tableau de bord, avec Fai

Give Northern Staging until Friday to send their insurance for \<EVENT NAME\>

## Add a file a team emailed you

1. ### Add their file

   Open the request, select **Add their file** beside the team, choose the file, then select **Add file**.

   **Remarque:** It arrives as if the team had sent it, ready for you to accept. Fai reads it the same way.

Fai cannot upload a file. Add it with Add their file, then ask Fai what she read in it.

### Dans votre tableau de bord, avec Fai

What did you read in the insurance Northern Staging sent for \<EVENT NAME\>

## Close or remove a request

1. ### Close it

   Open the request and select **Close request**.

   **Remarque:** Teams can no longer add a file to it until you select **Open again**. Select **Remove** instead to take it off their pages; the files already sent stay in Licences and certificates.

Fai closes, opens again or removes a request, after you confirm.

### Dans votre tableau de bord, avec Fai

Close the gas safety certificate request for \<EVENT NAME\>, we have everything we need

## Questions que vous pourriez avoir

Where are my traders' certificates?:  In **Licences and certificates**, under each trader, beside your outside teams' documents. Traders upload them on their own trader page, and you set the certificates every trader needs in the trader set-up, as in the guide to getting your traders ready.

Does the outside team need a Ticket Fairy account?:  No. The team's contact opens the link to their page on any phone or computer with no sign-in, and adds the file there.

Does Fai accept a file for me?:  No. Fai reads the file and tells you what it says and what does not match, and you accept it or ask for changes. When you accept, you confirm the expiry date yourself.

What happens when an accepted document is about to expire?:  Before it expires, the team gets a reminder, sent automatically or suggested by Fai on Today, depending on the request. They add a newer file on their page, and it comes back to you to check.

Where are the files kept?:  Each file is kept once, in Licences and certificates under the team. Accepting it or asking for changes there or in the request changes both, so the two never disagree.

Can a team add a file after the due date?:  No. Their page says the due date has passed and asks them to contact you for more time. Give that team more time, or add the file for them.

Who can see the files?:  Owners, admins and producers on the event. Each time someone opens a file, it is recorded.

## Vous avez encore une question ?

Réservez une démo et nous y répondrons lors d'un appel, pour votre type d'événement. Ou créez votre compte et voyez par vous-même.

   [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo) [Créer un compte gratuit](https://manage.ticketfairy.com/welcome)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

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## Faites-le sur votre propre événement

Créez votre compte, montez votre événement et suivez les étapes dans votre propre tableau de bord. Vous n’avez pas besoin de réserver un appel commercial.

  [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

## Vendez des billets avec Ticket Fairy

Tout ce qui figure dans ces guides est dans votre tableau de bord dès le jour de votre inscription.

- Montez votre événement en quelques minutes
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- Fai, votre copilote, est intégrée

 [Créer un compte gratuit](https://manage.ticketfairy.com/welcome)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Voyez-le lors d'un appel

Réservez une démo et nous vous montrerons comment Ticket Fairy gère votre type d'événement.

 [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo) [D’autres façons d’utiliser Ticket Fairy](https://www.ticketfairy.com/features)

### Des conseils pour vendre plus de billets

Des conseils pratiques d'organisateurs qui affichent complet, et chaque nouveau guide dès sa publication.

Nous respectons votre vie privée. Désabonnement à tout moment.