--- 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" --- # Get hire suppliers to confirm orders and count deliveries for your event | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Get hire suppliers to confirm orders and count deliveries for your event Running the production # 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. A page for each supplier keeps their answers next to your list, and a count at the dock tells you what to query before the invoice is paid. 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. For: Working with the suppliers who hire kit to your event 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. The event's **Operations** page opens for those roles only. - 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 it can be sent 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. ![Ticket Fairy 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; the team takes the supplier's name, contact and email. The supplier's lines then show on that team's page. ![Ticket Fairy 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. ![Ticket Fairy 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. A line still to order, or cancelled, stays off it. ![Ticket Fairy 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:** Approving sets the quoted prices on the lines and notes any substitutes. Fai lists lines the quote leaves out or has fewer of, for you to take up with the supplier. ![Ticket Fairy 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 when none are. The line then shows how many are short, extra or damaged. ![Ticket Fairy 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. A shortfall or damage says so, so you can check the invoice before you pay it. ![Ticket Fairy 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. ## 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 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 \, and what came up short when the staging arrived ## 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. ## 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. It takes a PDF or a photo of up to 15 MB. ![Ticket Fairy 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 \, 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 \, 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 \, 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?: Accepting their request puts the agreed number in the line's notes and keeps 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's page takes up to 20 quotes a day. 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 required monthly ticketing 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) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [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) - [Choose how your event emails look](https://www.ticketfairy.com/guides/choose-how-your-event-emails-look) - [Build a dressing-room shopping list from your event's artist riders](https://www.ticketfairy.com/guides/build-a-dressing-room-shopping-list-from-artist-riders) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [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) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [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 artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Check your running order for clashes before show day](https://www.ticketfairy.com/guides/check-your-running-order-for-clashes-before-show-day) - [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) - [Handle the contract, invoice and riders an artist's agent sends for your event](https://www.ticketfairy.com/guides/handle-the-contract-invoice-and-riders-an-agent-sends-back) - [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) - [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) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Review act and talk applications for your event with your team](https://www.ticketfairy.com/guides/review-act-and-talk-applications-with-your-team) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [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) - [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) - [Let outside teams name their own people for event passes](https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes) - [Choose who approves accreditation requests for your event](https://www.ticketfairy.com/guides/choose-who-approves-accreditation-requests) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Approve or decline accreditation requests for your event](https://www.ticketfairy.com/guides/approve-or-decline-accreditation-requests-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) - [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk) - [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk) - [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) - [Ask attendees for feedback after your event](https://www.ticketfairy.com/guides/ask-attendees-for-feedback-after-your-event) - [Plan next year's event from your attendee feedback](https://www.ticketfairy.com/guides/plan-next-year-from-your-attendee-feedback) - [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) - [Give your event's unused hotel rooms back before the release date](https://www.ticketfairy.com/guides/give-unused-hotel-rooms-back-before-the-release-date) - [Sell hotel rooms to your ticket buyers from a hotel block](https://www.ticketfairy.com/guides/sell-hotel-rooms-to-your-ticket-buyers-from-a-hotel-block) - [Copy the setup of your last event into your next one](https://www.ticketfairy.com/guides/copy-the-setup-of-your-last-event-into-your-next-one) - [Compare your ticket sales with your last event](https://www.ticketfairy.com/guides/compare-your-ticket-sales-with-your-last-event) - [See the all-in cost of each act on your event](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event) - [See what your brand spends across its events](https://www.ticketfairy.com/guides/see-what-your-brand-spends-across-its-events) - [Show your traders in a directory on your website](https://www.ticketfairy.com/guides/show-your-traders-in-a-directory-on-your-website) - [Place your traders on pitches on your event site map](https://www.ticketfairy.com/guides/place-your-traders-on-pitches-on-your-site-map) - [Check your traders' takings after your event and invoice their share of sales](https://www.ticketfairy.com/guides/check-trader-takings-and-invoice-a-share-of-sales) - [Share a power sheet with your event electrician](https://www.ticketfairy.com/guides/share-a-power-sheet-with-your-electrician) - [Give exhibitors a lead scanner for their booth at your event](https://www.ticketfairy.com/guides/give-exhibitors-a-lead-scanner-for-their-booth) - [Let exhibitors follow up their event leads and see their results](https://www.ticketfairy.com/guides/let-exhibitors-follow-up-their-leads-and-see-results) - [Send event document packs to your performers, traders and crew](https://www.ticketfairy.com/guides/send-document-packs-to-your-performers-traders-and-crew) - [Send contracts to many performers, traders or suppliers for your event at once](https://www.ticketfairy.com/guides/send-contracts-to-many-performers-traders-or-suppliers-at-once) - [Offer open shifts on your event rota to crew and volunteers](https://www.ticketfairy.com/guides/offer-open-shifts-to-your-crew-and-volunteers) - [Find the crew and volunteers who work your events](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events) - [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts) - [Let event staff work a desk from their phone with a desk link](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone) - [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates) - [Collect crew certificates and licences before they work an event shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift) - [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event) - [Plan crew meal times and food needs for your event](https://www.ticketfairy.com/guides/plan-crew-meal-times-and-food-needs-for-your-event) - [Charge outside teams for the crew meals they eat at your event](https://www.ticketfairy.com/guides/charge-outside-teams-for-their-crew-meals) - [Check in attendees and print name badges at your event registration desk](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration) - [Set up a self-service check-in kiosk for your event](https://www.ticketfairy.com/guides/set-up-a-self-service-check-in-kiosk-for-your-event) - [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. Unsubscribe anytime. --- 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) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)