--- title: "Send your event hire lists to suppliers | Ticket Fairy Guides" description: "Send each supplier the items they are providing for your event, with the quantities, hire dates, delivery and collection, in an email Fai drafts for you to check. We keep a copy of the list each time you send it, so you can see what changed and send only the changes. You can also turn a supplier's priced items into a draft purchase order in one step." canonical: "https://www.ticketfairy.com/guides/send-your-hire-lists-to-suppliers" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Send your event hire lists to suppliers Site, suppliers and safety # Send your event hire lists to suppliers Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Production managers and promoters send the same backline and production lists to suppliers again and again as riders change in the weeks before a show. When you send from the hire list, we keep a copy of each send and show you exactly what has changed since, and Fai drafts the email with the changes, so the supplier never works from an old version. Takes: 5 minutes [Watch the video: Send your event hire lists to suppliers](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/send-your-hire-lists-to-suppliers/0bfc98effc6a2d4b924aa27a1d7477813f3f6e7decc792b7037ea5ab0e77419c/65bcbadd3354bb0c/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-send-your-hire-lists-to-suppliers-65bcbadd3354.vtt) ***Watch how it's done** 2 min 21 s, with captions.* - [Open the suppliers of a list](#step-1) - [Add a supplier](#step-2) - [Send the list](#step-3) - [Changes since you sent it](#step-4) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - The items are on the hire or shopping list in **Hire and shopping**. 1. ## Open the suppliers of a list [Play from here](#guide-video) Open the event, select **Operations**, select **Hire and shopping**, choose the list, then go to **Suppliers** under the items. **Note:** Each supplier shows how many items it has, when it delivers and collects, when you last sent the list and how many changes there are since. ![Suppliers of a festival's backline hire, one with two changes since the list was sent and one not sent yet](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--suppliers.png) *Suppliers, and what changed since you sent their list.* 2. ## Add a supplier [Play from here](#guide-video) Select **Add supplier**, enter the **Supplier name**, **Contact name** and **Email**, then select **Save**. **Note:** Enter **Delivery (as it reads on the day)** and **Collection (as it reads on the day)** in the event's own time. Then choose the supplier on each of its items, under the item's details. ![Dialog to add a hire supplier, with the contact, email, phone, and delivery and collection times](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--add-supplier.png) *Add a supplier.* 3. ## Send the list [Play from here](#guide-video) Select **Send the list** on the supplier, check **To**, **Subject** and **Message**, then select **Send**. **Note:** Fai drafts the message from the supplier's items, dates, delivery and collection. After the first send the button reads **Send the changes**, and the draft lists only what changed. **Warning:** The email goes as soon as you select Send. ![Email Fai drafted to a backline supplier with the two changes since the last send, ready to check and send](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--send-list.png) *The email Fai drafts, ready to check.* ## Changes since you sent it [Play from here](#guide-video) Each time you send, we keep a copy of the supplier's list as it was. When a rider or your team changes an item after that, the supplier's row shows how many changes there are, and each changed item says **Changed since you sent it**. If you sent the list another way, select **I sent it myself** so the changes are counted from now. ## Or have it done for you Fai drafts the email to a supplier from their items and what changed since the last send, and sends it after you have read it and said yes. When a supplier's items change after a send, she also suggests sending the changes on Today. ### In your dashboard, with Fai ``` Send Northern Backline the changes to our backline hire for ``` ## Make a purchase order from a supplier's items [Play from here](#guide-video) 1. ### Make the draft Select **Make a purchase order** on the supplier, then select **Make the draft**. **Note:** You'll find the draft in Contracts with the supplier's priced items, where you approve and send it. Every item needs a price in one currency first. ![Purchase order panel for a draft order drafted by Fai, with its lines, the total and Approve](https://www.ticketfairy.com/embeds/posters/marketing-event-contracts--draft-order.png) *A draft order to approve.* Fai makes a draft purchase order from a supplier's priced items when you ask, after you confirm. You approve and send it in Contracts. ### In your dashboard, with Fai ``` Make a purchase order for Northern Backline's items at ``` ## Print a supplier's list [Play from here](#guide-video) 1. ### Print it Select **Print** on the supplier, then print from the preview. **Note:** The sheet lists each item, how many and the hire dates, with the delivery and collection times at the top. ![Printable backline list for one supplier, with each item, how many and the hire dates, and delivery and collection at the top](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--supplier-sheet.png) *A supplier's list, ready to print.* You print from the dashboard. Fai reads you a supplier's items, dates and delivery times instead. ### In your dashboard, with Fai ``` What is on Northern Backline's list for , and when do they deliver and collect? ``` ## Questions you might have **What if the email may not have arrived?** The supplier's row says "The email may not have arrived". Check your sent mail before you send it again, so the supplier does not get two. **Who do the supplier's replies go to?** To the teammate who sent it. The email goes out under your brand's name and look. **Why can't I make a purchase order?** Every item needs a price, all in one currency, and items already on an order are left out. Add the missing prices on the items, then try again. **Does sending change the budget?** No. Items count as committed costs in Budget when you mark them ordered, or once, through the purchase order you approve. ## 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) - [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) - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [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) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [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) - [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. 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) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)