--- title: "Message the crew, volunteers and traders working on your event | Ticket Fairy Guides" description: "Email or text the people working on your event: a department, one day's rota, your volunteers, performers' teams, traders, press or sponsors in one go, start from a show-day template or let Fai draft it, check exactly who gets it before it goes, and see who it reached." canonical: "https://www.ticketfairy.com/guides/message-the-people-working-on-your-event" --- # Message the crew, volunteers and traders working on your event | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Message the crew, volunteers and traders working on your event Running the production # Message the crew, volunteers and traders working on your event On show day, a gate change or a weather hold has to reach every steward, bar volunteer and trader in minutes, not after a round of phone calls. One message to the right groups, with a count of who gets it before you press send, keeps the whole site working from the same information. Email or text the people working on your event: a department, one day's rota, your volunteers, performers' teams, traders, press or sponsors in one go, start from a show-day template or let Fai draft it, check exactly who gets it before it goes, and see who it reached. For: Telling the people working on your event what they need to know Takes: 7 minutes - [Open Messages](#step-1) - [Start a message](#step-2) - [Choose who gets it](#step-3) - [Choose how to send it](#step-4) - [Enter the message](#step-5) - [Choose when it goes](#step-6) - [Check who gets it, then send](#step-7) - [See who it reached](#step-8) ## Before you start - You need an owner, admin or producer role on the event, and your brand and account need to be verified. - Text messages need texting turned on for the event. Ask Ticket Fairy support to turn it on. 1. ## Open Messages Open the event, select **Management**, then select **Messages** in the list of sections. Each message shows who it went to and how many it reached. **Note:** If Messages is not in the list, select **More sections** and open it there. On show day, **Message people** is also at the top of the show-day view. ![Ticket Fairy Messages section with a scheduled weather hold and a sent gate change, each showing who it went to and how many it reached](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--messages.png) Management, Messages. 2. ## Start a message Select **Message people**. ![Ticket Fairy Message people dialog with the groups to choose from, email or text message, quick show-day messages, a box to ask Fai for a draft and the message fields](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--message-people.png) Message people. 3. ## Choose who gets it Under **Who gets it**, tick each group, then narrow a group by its status, role, day, team or shift where it offers one. **Note:** The groups are departments, people on the rota, all crew, volunteers, performers' teams, traders, press and sponsors. Someone in two groups gets the message once. 4. ## Choose how to send it Under **How to send it**, tick **Email**, **Text message** or both. **Note:** If a channel isn't available for the event, a note under the channels says why. A text runs to 480 characters, and the counter under it shows how many parts each text takes. 5. ## Enter the message Select a quick show-day message such as **Weather hold**, or enter what you want to say under **Ask Fai for a draft** and select **Draft it for me**, then check the subject and message. **Note:** Replace the words in square brackets in a template. Select a word beside **Add each person's:**, such as first name or shift time, to fill it in for each person. 6. ## Choose when it goes Optional: Select **More details**, turn on **Send later** and choose the time. **Note:** The time is in the event's time zone, at least 5 minutes and at most 60 days from now. You can cancel a scheduled message until it goes. 7. ## Check who gets it, then send Select **Check before sending**, read who gets it by email and by text, then select **Send to** with the number of people. **Note:** The check lists anyone left out, such as someone with no mobile number or a number that replied STOP. If the group changed since you checked, you see the new count and check again. **Warning:** A message can't be taken back once it's sent. 8. ## See who it reached Select the message in the list. Each person shows **Sent**, **Opened**, **On the way** or **Not sent**. **Note:** Sent means the email or text left us, and opened shows when the person's email app loads images. Select **Not reached** to see who it missed. ![Ticket Fairy message panel showing who a gate change reached, who opened it and who it did not reach](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--delivery.png) One message, who it reached. ## 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 drafts a message in your brand's voice, counts who it will reach and sends it after you confirm the count and the channels. She never sends without your yes. ### In your dashboard, with Fai Email Saturday's stewards and bar volunteers on \ that the gates open 30 minutes early, and show me who gets it before you send ### From your own assistant, over MCP Connect your assistant to [our MCP server](https://www.ticketfairy.com/mcp-server) and ask it: The copied MCP configuration includes `--read-only`. Remove `--read-only` only when you want your assistant to make changes. Routine changes run when requested; destructive actions ask you in a compatible client. If your client cannot ask, make the change in your dashboard. Find my event \, count how many volunteers a message would reach by email, draft a message saying the gates open 30 minutes early, and ask me before you send it ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. Use the CLI to see which groups and channels an event can message, count an audience, have Fai draft the text, send it and list what was sent. Sending needs --expected-count, the count you checked, and asks you first unless you add --force. You need an owner, admin or producer login on the event. ### List the groups, statuses and channels this event can message. ticketfairy event-os messages options \ ### Count who a message to every volunteer would reach by email. ticketfairy event-os messages audience \ --audience '{"groups":\[{"source":"volunteers"}\]}' ### Have Fai draft the message from your words. Nothing is sent. ticketfairy event-os messages draft \ --request "Gates open 30 minutes early on Saturday" ### Email every volunteer. This sends and asks you first; the count must match the one you checked. ticketfairy event-os messages send \ --audience '{"groups":\[{"source":"volunteers"}\]}' --subject "\" --message "\" --expected-count \ ### List the messages sent and scheduled on the event. ticketfairy event-os messages list \ ## 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. ## Send a message again to the people it missed 1. ### Send it again Open the message, select **Send again to people it didn't reach**, then **Send again**. **Note:** Numbers that replied STOP or can't receive texts are left out. The button appears once the message has finished sending. Send a message again from its panel in the dashboard. ## Cancel a scheduled message 1. ### Cancel it Open the scheduled message, select **Cancel this message**, then **Cancel message**. **Note:** It is not sent to anyone, and it stays in the list as **Cancelled**. Cancel a scheduled message from its panel in the dashboard. ## See every message one person was sent 1. ### Open their messages Select a person's name in a message, or **Messages** beside a contact on a performer's page, to see every message they were sent about the event. ![Ticket Fairy list of every message one crew member was sent about the event](https://www.ticketfairy.com/embeds/posters/marketing-event-messages--person-messages.png) Messages to one person. Fai lists the messages sent on the event and who each one reached. ### In your dashboard, with Fai Which messages did we send about \ today, and who did they not reach? ## Questions you might have Where do replies go?: Replies to the email go to your brand's email address. Replies to a text get an automatic answer and are not collected, so ask people to reply by email or phone. How many people can I message?: One message can go to up to 2,000 people, and your team can message up to 10,000 people a day and send 20 messages an hour. Does Fai send messages on her own?: No. When a set time on the run of show moves by 15 minutes or more, Fai suggests an email to the teams it affects on the event's Today page, and nothing goes until someone approves it. Can I message ticket holders here?: No. This section is for the people working on the event. Email ticket buyers from the event's Messaging page. ## 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) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [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) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [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 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) - [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) - [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) - [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) - [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. 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)