--- title: "Collect insurance and certificates from your event's outside teams | Ticket Fairy Guides" 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, and Fai reads the expiry date and cover. You accept the file or ask for changes, and reminders go out before it's due and before it expires." canonical: "https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Collect insurance and certificates from your event's outside teams Site, suppliers and safety # Collect insurance and certificates from your event's outside teams You need insurance and safety paperwork from every supplier on your event site, and chasing it by email leaves gaps the licensing officer finds first. When you ask once for each document, from every team that owes it, you see who has sent what and whose cover runs out before the gates open. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 9 minutes [Watch the video: Collect insurance and certificates from your event's outside teams](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/collect-insurance-and-certificates-from-your-outside-teams/934a1d487d344f6a8cad084266dc6f9a99ff4c397b8e8c95b01cfaf4d2ee0464/0b8791248f8eaca3/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-collect-insurance-and-certificates-from-your-outside-teams-0b8791248f8e.vtt) ***Watch how it's done** 4 min 32 s, with captions.* - [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) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - 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 [Play from here](#guide-video) Open the event, select **Operations**, select **Licenses and certificates** in the list of sections, then select **Outside teams**. **Note:** Each document you asked for shows how many teams' files you've accepted and what needs you. If Licenses and certificates is not in the list, select **More sections** and open it there. ![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 [Play from here](#guide-video) Select **Ask for a document**, then enter **What you need** or choose one under **Common documents**. **Note:** The common documents are public liability insurance, a risk assessment, a method statement and food hygiene, gas safety and electrical safety certificates. ![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 [Play from here](#guide-video) Under **Who needs to send it**, tick the kinds of team, choose teams under **Teams by name**, or both. **Note:** 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 [Play from here](#guide-video) 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 [Play from here](#guide-video) Select **Ask**. **Note:** The document appears on the page of every team you asked, under Documents we need. ## A team's file from its page [Play from here](#guide-video) 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. **Note:** 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. ![The 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 [Play from here](#guide-video) Select the document in the list to see each team you asked, its file and where it stands. **Note:** 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. ![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 [Play from here](#guide-video) Select **Open file** beside a team to check it, then select **Accept**, check the **Expiry date** and select **Accept**. **Note:** The date is filled in with the one the team entered or Fai read. Change it if the file says something else, because we remind the team before it expires. ![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 [Play from here](#guide-video) If a file is not right, select **Ask for changes**, enter **What needs to change**, then select **Send**. **Note:** 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. ![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 [Play from here](#guide-video) Go back to the list of documents. **Note:** Each document shows how many of the teams you asked have an accepted file, how many files are waiting to be checked, how many teams are overdue and how many files expire soon. Accepted files are also in the **This event** view, under each team. ## Or have it done for you 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. ### In your dashboard, with Fai ``` Ask every supplier at for public liability insurance by 1 October, and tell me which teams still owe their risk assessment ``` ## Send a reminder now [Play from here](#guide-video) 1. ### Remind the teams Open the request, select the **Remind** button, which shows the number of teams, then select **Send reminder**. **Note:** We email each team you're still asking that doesn't have an accepted file yet. ![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. ### In your dashboard, with Fai ``` Remind the suppliers who have not sent their insurance for ``` ## Give a team more time [Play from here](#guide-video) 1. ### Change its due date Open the request, select **Give more time** beside the team, choose the **New due date**, then select **Save**. **Note:** 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. ### In your dashboard, with Fai ``` Give Northern Staging until Friday to send their insurance for ``` ## Add a file a team emailed you [Play from here](#guide-video) 1. ### Add their file Open the request, select **Add their file** beside the team, choose the file, then select **Add file**. **Note:** 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. ### In your dashboard, with Fai ``` What did you read in the insurance Northern Staging sent for ``` ## Close or remove a request [Play from here](#guide-video) 1. ### Close it Open the request and select **Close request**. **Note:** Teams can no longer add a file to it until you select **Open again**. Select **Remove** instead to take it off their pages, and the files already sent stay in Licenses and certificates. Fai closes, opens again or removes a request, after you confirm. ### In your dashboard, with Fai ``` Close the gas safety certificate request for , we have everything we need ``` ## Questions you might have **Where are my traders' certificates?** In **Licenses 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?** We keep each file once, in Licenses and certificates under the team. If you accept it or ask for changes in either place, both show the same, so they 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. We keep a note each time someone opens a file. ## 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 monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Book delivery times for your event and check vehicles in at the gate](https://www.ticketfairy.com/guides/book-delivery-times-and-check-vehicles-in-at-the-gate) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [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) - [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) - [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. 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