---
title: "Advance your performers before the show | Ticket Fairy Guides"
description: "Collect each performer's travel, hotel, schedule, technical and hospitality needs for your event, let their agent or tour manager fill in their part from a link with no sign-in, and sign each advance off when everything is confirmed."
canonical: "https://www.ticketfairy.com/guides/advance-your-performers-before-the-show"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
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3. Advance your performers before the show

Artists, offers and advancing

# Advance your performers before the show

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Promoters, bookers and production managers advance every act on the line-up, chasing agents and tour managers for flights, input lists and riders across weeks of email. Advancing keeps each performer's details in one sheet that Fai starts for you and their team fills in, so you can see at a glance who is ready for show day.

Takes:  10 minutes

[Watch the video: Advance your performers before the show](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/advance-your-performers-before-the-show/012f0973020600c94d0480153f95cf8b456982ec5a87466baab192fa01c880c9/784b717509d431d4/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-advance-your-performers-before-the-show-784b717509d4.vtt)

***Watch how it's done** 4 min 51 s, with captions.*

- [Open Advancing](#step-1)
- [Filter to the performers who need you](#step-2)
- [Open a performer's advance](#step-3)
- [Set the due date](#step-4)
- [Choose the sections this act needs](#step-5)
- [Check Fai's answers](#step-6)
- [Check the answers Fai found](#step-7)
- [Set their allowances and travel party](#step-8)
- [Add a contact from their team](#step-9)
- [Ask their team to fill in their part](#step-10)
- [What their team sees](#step-11)
- [Confirm each section](#step-12)
- [Sign off the advance](#step-13)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- Your performers are on the event's line-up. Each one gets an advance when you open Advancing.

1. ## Open Advancing
    [Play from here](#guide-video)
   Open the event, select **Operations**, then select **Advancing** in the list of sections.

   **Note:** Each row shows how many sections are confirmed, what is still needed and how many days are left before the show. If Advancing is not in the list, select **More sections** and open it there.

   ![The 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)    
   *Every performer's advance.*
2. ## Filter to the performers who need you
    [Play from here](#guide-video)
   Choose a filter above the list.

   - **Needs attention**: A section sent back for changes, a due date that has passed, or a show 14 days away or less with sections still open.
   - **Waiting on their team**: Performers with sections you asked their team to fill in.
   - **Ready to sign off**: Every section is confirmed.
   - **Signed off**: Advances you have already signed off.
3. ## Open a performer's advance
    [Play from here](#guide-video)
   Select a performer's row to open their advance.

   **Note:** The first time anyone opens it, Fai fills in the empty answers she finds in the booking, travel, hotel, schedule and documents, and marks each one **Filled by Fai** with where it came from. She never replaces an answer a person gave.

   ![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)    
   *One performer's advance.*
4. ## Set the due date
    [Play from here](#guide-video)
   Optional: change **Due date** to when you need everything by.

   **Note:** It's set to 14 days before the performance to start with. Once it passes, the performer shows under Needs attention.
5. ## Choose the sections this act needs
    [Play from here](#guide-video)
   Optional: select **Sections for this act**, untick the sections the act does not need and set a due date beside each one, then select **Done**.

   **Note:** If you untick a section, it keeps its answers but comes off the advance, their team's link and Fai's chasing until you select **Add back** beside its name. Select **Save these sections as a set** and describe the acts it suits, and Fai starts using that set for acts that match.

   ![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)    
   *The sections this act needs.*
6. ## Check Fai's answers
    [Play from here](#guide-video)
   In each section Fai filled, select **Accept** beside an answer that is right, or change it and select **Save**.

   **Note:** Select **Accept all of Fai's answers** to accept a whole section at once. A section opens by itself when it needs you: sent back for changes, answered by their team, or filled by Fai.
7. ## Check the answers Fai found
    [Play from here](#guide-video)
   If the advance shows **Answers to check**, select **Accept** beside each answer that is right, or **Reject** beside one that is not.

   **Note:** Fai finds these in the tour books and riders you or their team add, their replies to your emails and their last advance, with the words she found each one in.

   [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)

   ![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, with the files and emails she read](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--answers-to-check.png)    
   *Answers Fai found, to check.*
8. ## Set their allowances and travel party
    [Play from here](#guide-video)
   Optional: under **Allowances**, select **Use these numbers** to take the guest list, rooms, nights, meals and drinks from the accepted offer.

   **Note:** Under **Travel party**, add the people traveling with the act. Passes, the rooming list, pickups and the kitchen all work from that list.

   [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)

   ![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)    
   *The act's allowances.*
9. ## Add a contact from their team
    [Play from here](#guide-video)
   Under **Their team**, select **Add a contact**, enter their **Name**, **Role** and **Email**, then select **Add a contact**.

   **Note:** Enter the role in your own words or choose one such as Tour manager. When Fai found people in the booking or its documents, select **Add** beside one to start from their details.

   ![The Add a contact dialog filled in from an agent Fai found in a booking document, with name, role, email and suggested roles](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--add-contact.png)    
   *Add a contact, started from one Fai found.*
10. ## Ask their team to fill in their part
     [Play from here](#guide-video)
    Select **Ask their team**, choose who it goes to in **Send to** and the sections under **What they can see and fill in**, then select **Send**.

    **Note:** Payment and settlement is left out unless you add it. Under **More details** you can change the subject and how long the link works, from 7 to 90 days, 30 by default.
    **Warning:** The email goes as soon as you select Send. Select **Copy a link instead** to send the link yourself.

    ![Dialog to ask a performer's team for details, with the contact, the sections the link opens and the message](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--ask-their-team.png)    
    *Ask their team for details.*

## What their team sees

 [Play from here](#guide-video)

The contact opens the link on any phone or computer with no sign-in, and sees only the sections you chose, with what is still needed at the top, plus what the act is allowed, who is traveling and a place to send their tour book. When they save an answer, that section shows as Received on your advance; when they select **Mark this section complete**, your advance shows that their team says it's complete, and you still confirm it yourself. Once you sign the advance off, they can still see their page but can't change it.

![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)

*The page their team fills in.*

11. ## Confirm each section
     [Play from here](#guide-video)
    Check their answers and files, then choose **Confirmed** in the section's status.

    **Note:** Choose **Needs changes** to send it back, then ask their team again. Use **Notes for your team** for anything the performer's team must not see.
12. ## Sign off the advance
     [Play from here](#guide-video)
    Select **Sign off**, then confirm.

    **Note:** When every section is confirmed the performer shows as Ready to sign off. If some are not, the dialog says how many and you can sign off anyway.

## Or have it done for you

Fai reads every advance, fills in empty answers from the booking and documents, changes a section's answers or status, leaves out a section the act does not need or sets its due date, adds contacts, emails a contact the link to their part and signs an advance off or reopens it. She shows you each change or email and waits for your yes first, and she never shows the link itself in the conversation.

### In your dashboard, with Fai

```
Which performers at <EVENT NAME> still have their advance open, and send Bicep's tour manager a link to fill in their travel and technical sections
```

## Reopen a signed-off advance

 [Play from here](#guide-video)

1. ### Reopen it

   Open the performer's advance, select **Reopen**, then confirm.

   **Note:** Your team and the performer's team can change it again until you sign it off. You cannot ask their team for more while it is signed off.

Fai reopens a signed-off advance when you ask, after you confirm.

### In your dashboard, with Fai

```
Reopen Bicep's advance for <EVENT NAME>, their flights have changed
```

## Stop a link

 [Play from here](#guide-video)

1. ### Stop the link

   Under **Their team**, select **Stop link** beside the link, then confirm.

   **Note:** The link stops working straight away, and anything they already filled in stays. Removing a contact, or changing their email address, stops their links too.

Fai stops a contact's link when you ask, after you confirm.

### In your dashboard, with Fai

```
Stop the advancing link we sent Bicep's agent for <EVENT NAME>
```

## Questions you might have

**Does the performer'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.

**What happens when the link expires?**

 Their page says the link has expired and asks them to contact you. Select Ask their team again to send a new link.

**Does Fai read the files their team uploads?**

 Yes, to fill in answers, unless the person uploading ticks "This file has bank or payment details". Fai never reads a file ticked that way, and a file in Payment and settlement is always treated as one.

**What if a teammate changes the same section at the same time?**

 The second save does not overwrite the first. The advance reloads with your teammate's version, and you make your change again.

**Can I add a section the advance does not have?**

 Yes. At the foot of the sections, enter a name such as Wi-Fi or security, then select Add section.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event)
- [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)
- [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)
- [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

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  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

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## See it on a call

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 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)

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