---
title: "Get hire suppliers to confirm orders and count deliveries for your event | Ticket Fairy Guides"
description: "Give each hire supplier for your event its own page, with no sign-in, where it confirms what you ordered, asks for a change and sends its quote. Fai reads the quote against your list, your crew counts what arrives and goes back, and the purchase order shows any shortfall or damage before you pay the invoice."
canonical: "https://www.ticketfairy.com/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries"
---

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3. Get hire suppliers to confirm orders and count deliveries for your event

Site, suppliers and safety

# Get hire suppliers to confirm orders and count deliveries for your event

Production managers hire staging, lighting and backline from several suppliers for every festival and spend the build chasing confirmations and checking deliveries against paperwork. With a page for each supplier, their answers sit next to your list, and when you count deliveries at the dock, you know what to query before you pay the invoice.

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

Takes:  10 minutes

- [Open your hire list](#step-1)
- [Give the supplier a page](#step-2)
- [Email the supplier its link](#step-3)
- [The supplier's page](#step-4)
- [Answer a supplier's request](#step-5)
- [Check Fai's reading of the quote](#step-6)
- [Count what arrives](#step-7)
- [Count what goes back](#step-8)
- [Check the purchase order before you pay](#step-9)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- Your hire list in Hire and shopping has lines with the supplier chosen, marked Ordered once you have placed the order.
- Each supplier has a contact email, so you can send it the link to its page.

1. ## Open your hire list

   Open the event, select **Operations**, select **Hire and shopping** in the list of sections, then select **Production hire**, **Backline hire** or **Shopping list**.

   **Note:** **Goods in and out** and **Suppliers on their own page** sit under the list and its suppliers. If Hire and shopping is not in the list, select **More sections** and open it there.

   ![Goods in and out for a festival's production hire, with each line ordered, arrived and gone back, and the suppliers on their own page with a request and a quote](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--follow-ups.png)    
   *Goods in and out, and suppliers on their own page.*
2. ## Give the supplier a page

   Under **Suppliers on their own page**, select **Set up their page** beside the supplier, choose the **Outside team**, then select **Save**.

   **Note:** Choose **Make a new outside team for this supplier** if the supplier is not an outside team yet, and the new team takes the supplier's name, contact and email. The supplier's lines then show on that team's page.

   ![Dialog to choose which outside team's page shows a hire supplier its lines, with the choice to make a new outside team for the supplier](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--set-up-their-page.png)    
   *Choose the supplier's page.*
3. ## Email the supplier its link

   Select **Outside teams** in the list of sections, select the supplier's team, then select **Email the link** and confirm.

   **Note:** The email goes to the team's contact, and any earlier link stops working. Select **Copy a new link** to send it yourself.

   ![Outside team for a hire supplier, with its contact, what is still needed from them and the buttons to email or copy the page link](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--send-their-link.png)    
   *Email the supplier the link to its page.*

## The supplier's page

The supplier opens the link with no sign-in and sees **What we ordered from you**: each line with its dates, stages and price, and **Please confirm** beside the lines you have ordered. They confirm the lines in one go, select **Ask for a change** to offer fewer, something else or another price, or **Ask to change times** for delivery and collection. They upload their quote as a PDF or a photo of up to 15 MB, and see your answer to each request under **Your requests**.

**Note:** The page shows lines marked Quoted, Ordered, Confirmed, Delivered or Returned. Lines still to order, and canceled lines, don't show.

![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)

*What the supplier sees on its page.*

4. ## Answer a supplier's request

   Under the requests from suppliers, choose what to do with each one.

   - **Accept**: A new price or new delivery and collection times go onto the list. A different quantity or item goes into the line's notes, because the list works out how many you need from the acts and the production.
   - **Decline**: The list stays as it is. Any note you enter shows beside the request on the supplier's page.
5. ## Check Fai's reading of the quote

   When a quote shows **Fai has a suggestion**, select **Check Fai's suggestion**, read it on Today and select **Approve**.

   **Note:** When you approve, we set the quoted prices on the lines and note any substitutes. Fai lists lines the quote leaves out or has fewer of, for you to take up with the supplier.

   ![Suggestion from Fai on the Today page to use a hire supplier's quote on the list, with the prices, shortfalls and substitutes she found](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--quote-suggestion.png)    
   *Fai's suggestion from the quote.*
6. ## Count what arrives

   When a delivery arrives, select **Count in** beside the line, enter **How many** and **How many are damaged**, then select **Save count**.

   **Note:** Leave the damaged field empty if nothing is damaged. The line then shows how many are short, extra or damaged.

   ![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 a delivery in.*
7. ## Count what goes back

   When the supplier collects, select **Count out** beside the line, enter how many went back and any damage, then select **Save count**.

   **Note:** The shopping list only counts what arrives, because shopping is bought rather than hired.
8. ## Check the purchase order before you pay

   Select **Contracts**, select **Purchase orders**, open the supplier's order and read **What arrived**.

   **Note:** It compares each line ordered with what was counted in and back. If anything is short or damaged, it says so, and you can check the invoice before you pay it.

   ![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)    
   *What arrived, on the purchase order.*

## Or have it done for you

Fai reads goods in and out, what your suppliers asked on their page and where each quote stands. She counts goods in or out, undoes a count, accepts or declines a supplier's request, sets which outside team's page shows a supplier, and reads or puts aside a quote, showing you each change first and waiting for your yes. She cannot upload a quote for you; select Add their quote in the dashboard for that.

### In your dashboard, with Fai

```
What have my hire suppliers asked for on their page at <EVENT NAME>, and what came up short when the staging arrived
```

## Add a quote the supplier emailed you

1. ### Upload the quote

   Under **Suppliers on their own page**, select **Add their quote** beside the supplier, then upload the file under **Upload the quote**.

   **Note:** Fai reads it and suggests the prices for you to check, the same as a quote the supplier uploads. You can upload a PDF or a photo of up to 15 MB.

   ![Upload for a quote a hire supplier emailed, under the suppliers on their own page](https://www.ticketfairy.com/embeds/posters/marketing-event-hire-suppliers--add-their-quote.png)    
   *Add a quote the supplier emailed.*

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

### In your dashboard, with Fai

```
What did you read in Northern Sound Hire's quote for <EVENT NAME>, and which lines are short
```

## Undo a count

1. ### Undo it

   Under **Latest counts**, select **Undo** beside the count.

   **Note:** The count stays in the history with its reversal, and the line goes back to what it showed before. Count again with the right number.

Fai undoes a count when you ask, after you confirm.

### In your dashboard, with Fai

```
Undo the last count of stage decks at <EVENT NAME>, it should have been 24
```

## Put a quote aside

1. ### Dismiss it

   Select **Dismiss** beside the quote, then confirm.

   **Note:** Fai stops suggesting changes from it, and the file stays with the supplier's documents.

Fai puts a quote aside when you ask, after you confirm.

### In your dashboard, with Fai

```
Ignore the old Northern Sound Hire quote for <EVENT NAME>, they sent a new one
```

## Questions you might have

**Does the supplier need a Ticket Fairy account?**

 No. The supplier opens the link to its page on any phone or computer with no sign-in.

**Does Fai change my prices from a quote on her own?**

 No. Fai reads the quote and puts a suggestion on Today, and the prices change only when you approve it. If she could not read the file, the quote says Fai could not read it, and you check it yourself.

**What if the supplier can only supply fewer than I ordered?**

 When you accept their request, we put the agreed number in the line's notes and keep the list's own figure, which comes from what the acts and the production need. Order the rest from another supplier.

**What happens if I change a line after the supplier opened their page?**

 Their page shows the line as it is now. If they try to confirm a line you changed a moment before, their page asks them to reload and see it.

**How many quotes can a supplier send?**

 A supplier can add up to 20 quotes a day on its page. After that the page says "You have added the most quotes allowed for today. Try again tomorrow."

## 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)
- [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes)
- [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)
- [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists)
- [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online)
- [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)
- [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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 [Create a free account](https://manage.ticketfairy.com/welcome)

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## 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)

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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)