--- 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" --- # Advance your performers before the show | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Advance your performers before the show Running the production # Advance your performers before the show 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. 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. For: Getting every performer's details agreed before show day Takes: 10 minutes - [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) - [Check Fai's answers](#step-5) - [Add a contact from their team](#step-6) - [Ask their team to fill in their part](#step-7) - [What their team sees](#step-8) - [Confirm each section](#step-9) - [Sign off the advance](#step-10) ## Before you start - You are an owner, admin or producer on the event. The event's **Management** page opens for those roles only. - Your performers are on the event's line-up. Each one gets an advance when you open Advancing. 1. ## Open Advancing Open the event, select **Management**, 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. ![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) Every performer's advance. 2. ## Filter to the performers who need you 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 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. ![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) One performer's advance. 4. ## Set the due date Optional: change **Due date** to when you need everything by. **Note:** It starts at 14 days before the performance. Once it passes, the performer shows under Needs attention. 5. ## Check Fai's answers 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. 6. ## Add a contact from their team 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. ![Ticket Fairy 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. 7. ## Ask their team to fill in their part 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. ![Ticket Fairy 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 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. When they save an answer, that section shows as Received on your advance; when they select **Mark this section complete**, it shows that their team says it is complete, and it stays yours to confirm. Once you sign the advance off, their page shows it read only. ![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) The page their team fills in. 8. ## Confirm each section 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. 9. ## Sign off the advance 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. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## 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, 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 \ still have their advance open, and send Bicep's tour manager a link to fill in their travel and technical sections ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Reopen a signed-off advance 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 \, their flights have changed ## Stop a link 1. ### Stop the link Under **Their team**, select **Stop link** beside the link, then confirm. **Note:** It stops working straight away and what 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 \ ## 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 on it. 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) No setup fees. No required monthly ticketing fee. No credit card required. ## 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) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload) - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) - [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue) - [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent) - [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from organisers who sell out, and every new guide as it is published. We respect your privacy. 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