--- title: "Send event document packs to your performers, traders and crew | Ticket Fairy Guides" description: "Put together what one kind of contact needs for your event, such as the site rules, the map, their own day sheet, their contract and their rider, and send it to all of them in one step. Each person gets an email with their own link, opens their pack with no sign-in, and sees their own day sheet and contract. You see who got it and who opened it, share one person's link with a QR code, and stop a link at any time." canonical: "https://www.ticketfairy.com/guides/send-document-packs-to-your-performers-traders-and-crew" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Send event document packs to your performers, traders and crew Artists, offers and advancing # Send event document packs to your performers, traders and crew Before every show you send the same bundle to dozens of performers, traders and crew, each needing their own times and paperwork. You send a document pack to everyone at once, and each person's copy shows their own day sheet, contract and rider, always the latest version. Takes: 9 minutes - [Open Packs](#step-1) - [Start a pack](#step-2) - [Choose who it is for](#step-3) - [Add the parts](#step-4) - [Make the pack](#step-5) - [Send the pack](#step-6) - [Check who got the pack](#step-7) - [The pack a person opens](#step-8) ## Before you start - You need an owner, admin or producer role on the event. - The files you want in the pack are in the event's Documents and shared with everyone. You can't put a file that's private to your team in a pack. 1. ## Open Packs Open the event, select **Operations**, select **Documents** at the top of the list of sections, then select **Packs**. **Note:** Each pack shows who it is for, its parts and how many people have a working link. ![Document packs for a festival, with a performer welcome pack and a trader pack, their parts and how many people have a working link](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--packs.png) *Documents, Packs.* 2. ## Start a pack Select **Make a pack**, then choose one of the **Common packs**, or leave them and add your own parts. **Note:** The common packs are the **Performer welcome pack**, **Trader pack**, **Crew pack** and **Supplier pack**. ![Dialog to make a pack, started from the performer welcome pack, with who it is for, the days the link works, the message and the parts in order](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--make-a-pack.png) *Make a pack.* 3. ## Choose who it is for Enter the **Pack name**, choose **Who it is for** and enter the **Days the link works**. **Note:** A pack is for **Performers**, **Traders**, **Suppliers**, **Crew**, **Volunteers** or **Outside teams**. Links work for 1 to 120 days, and 30 days is filled in for you. 4. ## Add the parts Add each part under **What is in the pack**, then use **Up** and **Down** to put them in order. - **Add a file**: The same file from Documents for everyone, such as the site rules or the map. - **Add a note**: A heading and a note for everyone, such as parking and arrival. - **Add a day sheet**: Each person's own day sheet for performers and crew, or a team's or a stage's, for one day or every day of the event. - **Add their contract**: For performers, traders and suppliers: each person sees their own contract and its status, and downloads the signed copy. - **Add their rider**: For performers: each performer sees their own rider files, once you have them. **Note:** A pack can have up to 30 parts. 5. ## Make the pack Optional: enter a **Message at the top (optional)**, then select **Make pack**. The pack opens, ready to send. ![Performer welcome pack with who it is for, how long the link works, the working links, its parts and when it was sent](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--pack.png) *One pack, ready to send.* 6. ## Send the pack Select **Send**, tick the people to send it to, add a **Message in the email (optional)**, then select the button that shows how many people you ticked. **Note:** Each person gets an email from you with their own link and no attachments, and you can send to up to 500 people at a time. If someone has no email address, they're listed, so share a link with them instead. ![Dialog to send the performer welcome pack, with each performer ticked, one who has opened it, one with no email address and the message](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--send.png) *Send a pack.* 7. ## Check who got the pack In the pack, select the send under **Sent**. **Who got the pack** lists each person with **Sent**, **May not have arrived** or **Not sent**, and when they opened it. **Note:** Select the button to send again, and the email goes only to the people who may not have the pack. ![Who got the pack for the performer welcome pack, with one performer who opened it, one whose email may not have arrived and one with no email address](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--who-got-it.png) *Who got the pack.* ## The pack a person opens The link opens the pack with your brand and message, for that person only: the files to download, the notes, their day sheet one day at a time, their contract with its status and signed copy, and their rider. They don't need to sign in, and the pack shows the latest version of each part. **Note:** After the link ends or you stop it, the page says so and asks them to ask you for a new link. ![Pack page for the performer Nova Lights, with the welcome message, the site rules to download, their day sheet, their contract and their rider](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--pack-for-one-person.png) *The pack a performer opens.* ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai reads your packs and who got them, makes or changes a pack, emails it to the people you choose, starts a send that did not start and stops one person's link. She waits for your yes first. Share one person's link or QR code from the dashboard, because that's where you see the link, once. ### In your dashboard, with Fai ``` Make a performer welcome pack for with the site rules, each performer's own day sheet and their contract, and send it to every booked performer ``` ## Share one person's link or QR code 1. ### Get their link In the pack, select **Share a link**, choose **Who**, then select **Get link**. **Note:** Select **Copy link** to send it in a message app, or let their phone scan the QR code at the gate. You only see the link once, so if it's lost, get a new link and stop the old one. ![Dialog with The Tidewater Band's link to the performer welcome pack, its QR code and the date it works until](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--share-a-link.png) *One person's link, with its QR code.* Get one person's link or QR code in the pack in the dashboard, where you see it once. Fai can email the pack to that person instead. ### In your dashboard, with Fai ``` Send the performer welcome pack at to only ``` ## Stop one person's link 1. ### Stop the link In **Who got the pack**, select **Stop link** beside the person, then confirm. **Note:** The link stops working at once, and the person sees that it was stopped. You can send them a new link at any time. ![Pack page telling a performer that their link was stopped and to ask for a new one](https://www.ticketfairy.com/embeds/posters/marketing-event-document-packs--link-stopped.png) *What the person sees after you stop their link.* Fai stops one person's link to a pack after you confirm. ### In your dashboard, with Fai ``` Stop The Tidewater Band's link to the performer welcome pack at ``` ## Remove a pack 1. ### Remove it In the pack, select **Remove**, then confirm. **Note:** Nobody can open the pack any more, and every link to it stops working. What was sent stays in the history. Fai removes a pack after you confirm, which stops every link to it. ### In your dashboard, with Fai ``` Remove the crew pack from ``` ## Questions you might have **Does a pack change after I send it?** Yes. Each part fills in when the person opens the link, so a day sheet or contract you change later shows its latest version. Select **Change** to add or remove parts for everyone who has a link. **Why can't I add a file?** The file is not in Documents yet, or it is private to your team. Upload it in the Files view of Documents and share it with everyone, then add it. **Which day sheet does a crew member see?** Their own day sheet is the one for the first team they work in. To show another team's sheet, add a day sheet part and choose **A team's**. **Which contract shows in a pack?** The contract you sent to that person, with its status. A draft, or a contract that was declined or canceled, does not show. **What if the send didn't start?** **Who got the pack** says nobody got an email. Select **Start again** to send it now. **How many packs can an event have?** Up to 50. Remove a pack you no longer use to make another. ## 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) - [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [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) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [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) - [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 Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly 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 working event organizers, and every new guide as it is published. We respect your privacy. 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