---
title: "Talent buyer and artist liaison questions answered"
description: "Get straight answers to 21 questions talent buyers and artist liaison teams ask, from what your buyers pay and when your ticket money reaches you to how your team runs the day."
canonical: "https://www.ticketfairy.com/solutions/artist-liaison-and-talent-buyers/questions"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Solutions](https://www.ticketfairy.com/solutions)
3. [Artist liaison & booking](https://www.ticketfairy.com/solutions/artist-liaison-and-talent-buyers)
4. Talent buyers and artist liaison: your questions answered

# Talent buyers and artist liaison: your questions answered

  [Get started free](https://manage.ticketfairy.com/welcome?utm_source=compare&utm_campaign=solutions-artist-liaison-and-talent-buyers-questions) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- **21** questions answered
- **18** pages that show you how

You know what each act really costs before you commit, and what is left for you after the show. Here you can find out how you hold dates and make offers beside what you paid before, check an agent's contract against your offer, get each advance back from the act's own team, house and move every act, and settle each show from its ticket sales.

1. [How do I make an offer to an artist's agent?](#how-do-i-make-an-offer-to-an-artist-s-agent)
2. [Can I offer a guarantee versus percentage deal, or only a flat fee?](#can-i-offer-a-guarantee-versus-percentage-deal-or-only-a-flat-fee)
3. [How do I hold a date in my room before the deal is agreed?](#how-do-i-hold-a-date-in-my-room-before-the-deal-is-agreed)
4. [How long does a challenged hold have to confirm?](#how-long-does-a-challenged-hold-have-to-confirm)
5. [Can I check the agent's contract against what I offered before I sign?](#can-i-check-the-agent-s-contract-against-what-i-offered-before-i-sign)
6. [How do I keep track of every artist deposit and balance I still owe?](#how-do-i-keep-track-of-every-artist-deposit-and-balance-i-still-owe)
7. [Can I sign the agent's own contract online?](#can-i-sign-the-agent-s-own-contract-online)
8. [Does the act's team need a Ticket Fairy account?](#does-the-act-s-team-need-a-ticket-fairy-account)
9. [Does Fai change an advance without asking?](#does-fai-change-an-advance-without-asking)
10. [What happens when an act asks for more guest list places or rooms?](#what-happens-when-an-act-asks-for-more-guest-list-places-or-rooms)
11. [Can I find and book my acts' flights and hotels in Ticket Fairy?](#can-i-find-and-book-my-acts-flights-and-hotels-in-ticket-fairy)
12. [How do I hold a block of hotel rooms for my acts?](#how-do-i-hold-a-block-of-hotel-rooms-for-my-acts)
13. [What happens to the pickup if my artist's flight is late?](#what-happens-to-the-pickup-if-my-artist-s-flight-is-late)
14. [Can the hotel see our rooming list without an account?](#can-the-hotel-see-our-rooming-list-without-an-account)
15. [Can my acts see their flights, hotel and set times without calling my team?](#can-my-acts-see-their-flights-hotel-and-set-times-without-calling-my-team)
16. [Can I announce my line-up in waves?](#can-i-announce-my-line-up-in-waves)
17. [How do I see what an act really costs, beyond the fee?](#how-do-i-see-what-an-act-really-costs-beyond-the-fee)
18. [If I pay an act in pounds and their flights in euros, do the costs get mixed together?](#if-i-pay-an-act-in-pounds-and-their-flights-in-euros-do-the-costs-get-mixed-together)
19. [How do I settle up with the artist after the show?](#how-do-i-settle-up-with-the-artist-after-the-show)
20. [Can everyone on my team see what we pay each act?](#can-everyone-on-my-team-see-what-we-pay-each-act)
21. [Do reviewers see who applied?](#do-reviewers-see-who-applied)

## How do I make an offer to an artist's agent?

In Event Operations on your brand, you select Offers, then New offer. When you enter the performer, you see what you paid them before beside the form, with a guarantee range from Fai. You then email the offer to the agent from the same page.

It can start from a template in Start from a template, or Reuse your last offer copies the last deal and wording without its date, space or event. Use the middle of the range takes Fai's suggestion, and Ask Fai to explain shows why. You choose the show date, link the event if it already has one, then select Save draft.

On the offer, you select Prepare and send. Fai drafts the email with the offer set out in full and finds the agent from the offer, the booking or your last offer to them. You can change the subject or message, then select Send and check the addresses in the confirmation. A copy of exactly what you sent stays with the offer.

When the agent replies, you select Record their answer: They accepted, They asked for different terms or They declined. A counter-offer is kept as a new version under Versions. You can see offers and fees with an owner, admin or producer role on the brand.

[Make an offer to an artist's agent](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent)

## Can I offer a guarantee versus percentage deal, or only a flat fee?

You can offer either. You can choose from five kinds of deal: Flat fee, Guarantee versus percentage, Guarantee plus percentage, Percentage only, and Something else for a deal you set out in words. Any of them can carry a deposit, due dates, set length and an agency fee.

In the New offer form, you select More details and choose How the fee is worked out. For a percentage, you enter the Percentage and choose what it is a percentage of. Deal in words is what the agent reads, such as £9,000 versus 85% of net.

Under Deposit and set length, you choose No deposit, Percentage or Amount, then fill in Deposit due, Balance due and Set length in minutes. Under Agency fee, you choose Percentage of the fee or Fixed amount. When the agent accepts, the deposit, balance, due dates and set length go onto the act's booking, and the agency fee counts in the act's all-in cost and the settlement.

Save as a template on any offer keeps its deal and wording for next time. Dates and the event are not kept.

[Build an offer with the deal the agent will read](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent)

## How do I hold a date in my room before the deal is agreed?

In Event Operations on your brand, you select + on the day in the Calendar and enter who the date is held for. A message tells you your place in the queue, such as the 2nd hold on these dates.

Each room, stage or area you book goes under Spaces first, with its name and capacity. If someone already holds any of those days on that space, your hold queues behind theirs, and nobody else is told about your hold. Under More details, Hold lapses on makes the hold lapse by itself and moves the holds behind it up.

Only the 1st hold on a date can confirm it. On the 1st hold, you select Confirm and choose Keep them as backups or Release them for the other holds on those dates. With the show's event linked, Fai can draft its settlement when it ends. You can place and change holds with an owner, admin or producer role on the brand, and every other role can look at the calendar.

[Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue)

## How long does a challenged hold have to confirm?

You choose how many hours when you send the challenge. The first hold has that long to confirm or let the date go. If they do not answer in time, the Needs attention list offers to give the date to your act. Your hold moves up to first only when you confirm it.

On a 2nd or later hold, you select Challenge the first hold. You choose the time under They have, then select Send the challenge. The first hold shows Challenged with its deadline. Nobody is emailed, so tell the first hold's contact yourself.

When the deadline passes with no answer, Needs attention at the top of Event Operations lists the missed challenge. The button that gives the date to your act, named after them, does it once you confirm. Ticket Fairy releases the lapsed first hold but does not tell its contact, so let them know.

If the first hold confirms in time, the date is theirs and your hold stays in the queue behind them.

[Challenge a first hold and confirm your date](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue)

## Can I check the agent's contract against what I offered before I sign?

Yes. On your event's Operations page, under Contracts, you open Agent paperwork. Fai finds the agent's contract, invoice and riders in your connected mailbox or in files you add, and compares their contract with your offer term by term.

Check email reads your mailbox, and Add a file covers paperwork the agent sent another way. You select a file marked Check this and confirm what it is. The contract shows Their contract compared with your offer: each term, from the fee and deposit to the set length and cancellation, shows Matches or Different with both values. You can ask the agent to fix a different term before you sign.

On the invoice, Add to payments due puts it in the budget and the settlement too. A deposit invoice never makes you pay the fee twice. On a technical or hospitality rider, Send to the advance puts each part there as an answer for you to check.

The act shows All done once the contract, invoice and riders are each done. Fai reads emails only from the act's agent or contacts, and reads them as information only, never as instructions.

[Handle the contract, invoice and riders an agent sends](https://www.ticketfairy.com/guides/handle-the-contract-invoice-and-riders-an-agent-sends-back)

## How do I keep track of every artist deposit and balance I still owe?

On your event's Operations page, under Contracts, you open Payments due. It lists each deposit and balance from your performers' deals by its due date, marked Overdue, Due this week or Coming up, with the totals still owed.

Per diems, backline and approved supplier orders join the deposits and balances, so you see everything you have committed to pay before the show, and your finance team sees the same list.

When you pay one, you select Mark paid, enter the amount, Paid on and Paid by, then select Record payment. An amount less than the full figure records a part payment. Brand owners also see Pay with Vault, which opens a Vault transfer.

[Track what your event owes and record each payment](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes)

## Can I sign the agent's own contract online?

Not their own PDF. You sign it the way you usually do, then upload the signed copy, and the offer is marked as contracted. For an act without an agent, your own contract goes out for signing online.

You sign the agent's contract the way you usually do. In Agent paperwork, you choose the signed copy in Upload the signed copy and confirm. The signed copy is saved with the event's contracts and the offer is marked as contracted.

For an act without an agent, you open Contracts, select New contract and choose An accepted offer or A performer or speaker. Fai fills in the fee, dates, venue and terms. With Send for signature, the act reads the agreement and signs by entering their name, with no account. When it says Ready for your signature, you select Sign it, and both of you get the signed copy by email.

Send several sends one template to many performers together, and you check every contract before they all go in one approval.

[Send your contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online)

## Does the act's team need a Ticket Fairy account?

No. The agent or tour manager opens their own link and fills in their part of the advance. They upload riders and can sign your contract on the same page. Hotels and drivers open their own links without an account too.

On your event's Operations page, you select Advancing, then the performer. Under Their team, you add the tour manager with their name, role and email. You select Ask their team, choose the sections they can see and fill in, and select Send. The link works for 30 days by default, and you can choose from 7 to 90.

The contact opens the link on any phone or computer and sees only the sections you chose, with what is still needed at the top. Under Invite a teammate, the tour manager can give their own production manager a link to the parts that person fills in.

Hotels open their rooming list from their own link, and drivers open their own pickups on their phone. Stop link or Turn off beside any link ends it straight away.

[Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show)

## Does Fai change an advance without asking?

No. Fai suggests answers with the words each came from, and a person on your team accepts or rejects each one. An answer that would replace what a team member entered is saved only when a person chooses Replace.

The first time anyone opens an advance, Fai fills in empty answers from the booking, travel, hotel, schedule and documents, and marks each one Filled by Fai with where it came from. Answers she finds in tour books, riders, replies to your emails and the act's last advance wait under Answers to check, each with the words she found it in.

You select Accept, Replace or Reject beside each answer. Accept all takes every answer that fills an empty question and leaves any that would replace one for you to check one by one. When you choose Replace, the old answer stays in the advance's history.

[Fill in advances from tour books, riders and emails](https://www.ticketfairy.com/guides/fill-in-advances-from-tour-books-riders-and-emails)

## What happens when an act asks for more guest list places or rooms?

On their link they see what is left and cannot go over it, so they ask for more. The ask goes to the approver your approval rules name, or otherwise to your team.

On the performer's advance, under Allowances, select Use these numbers to take the guest list places, hotel rooms, nights, meals and drinks from the accepted offer, or enter each number yourself. An empty one means no limit.

On their link, the tour manager sees What you are allowed with Ask for more beside each number. Under Asks for more, approving the ask raises the allowance straight away, or Say no with a reason sends the act an answer they read on their link. When an approval rule covers asks for more, the ask says who it is waiting for, and those approvers decide it in Approvals.

The passes, the hotel's rooming list, pickups and the kitchen's dietary count all use one list of people: the travel party. The tour manager can fill it in, or you can paste the list from their email.

[Set each performer's allowances and travel party](https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party)

## Can I find and book my acts' flights and hotels in Ticket Fairy?

Yes. On your event's Travel page, you choose Hotels or Flights, compare the results and enter who is traveling. You then hold the price, review the total and pay.

Hotel search starts near your event venue. You can compare hotels by price, guest score and distance, read What guests say and choose a room and rate with its free cancellation date. Flight search compares Best, Cheapest and Fastest, and shows whether each flight arrives before the event starts.

Under About this trip, you choose Artists and add notes only your team sees. With Hold price and review, you check the price breakdown and cancellation terms, then continue to secure payment. Fai can search, compare the rooms or fares and hold a price for you, and you enter the card yourself.

Every trip is listed under Bookings with who booked it and its history. You can book with an owner, admin or producer role on the event.

[Book hotels and flights for your event team](https://www.ticketfairy.com/guides/book-hotels-and-flights-for-your-event-team)

## How do I hold a block of hotel rooms for my acts?

A hotel block on your event's Accommodation page holds the nights, the rooms each night, the rate and the release date. As acts and crew get their stays, the block counts the filled rooms night by night.

The hotel goes under Hotels first. You then select Hotel blocks, select Add a block, choose the hotel and enter the First night, Last night, Rooms each night, the Room rate and its currency, and the Release date. The rate keeps its own currency, whatever currency your tickets sell in.

Nobody types in the filled rooms. When an act or crew member gets a stay at the hotel with arrival and departure dates, the block counts their rooms. The list above the blocks names the acts that still need a room, and in the 7 days before the release date, a block with empty rooms says how many days are left.

When you lower the rooms with Change rooms, the dialog asks why you are giving them back, for the block's history.

[Hold hotel rooms for your artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew)

## What happens to the pickup if my artist's flight is late?

The pickup moves, and Fai suggests a new plan for you to approve. Drivers get a text only after you approve it.

On your event's Operations page, you select Travel and choose the day under Pickups and shuttles. You add your drivers and vehicles, then select Plan on each pickup and choose the driver and vehicle. You are warned before you save when a driver or vehicle is on two trips at once, a driver has a shift or too little rest, or there are more people or bags than the vehicle takes.

With Flight is late, you enter the minutes late and select Move the pickup. A flight Ticket Fairy tracks moves its pickup by itself. When a planned pickup moves by 15 minutes or more, Fai checks the driver's day and suggests a new plan under New plans from Fai, and you select Approve and text the drivers.

Share with a driver makes a link to that driver's own pickups. They mark each one Picked up and Dropped off on their phone, with no sign-in.

[Plan artist pickups with drivers and vehicles](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)

## Can the hotel see our rooming list without an account?

Yes. Each hotel gets a rooming list link it opens without signing in. Their page updates by itself every minute as you change the list.

On your event's Operations page, you select Accommodation and choose the hotel under Rooming lists. Room details beside a guest sets the room type, number of rooms and a note for the hotel, such as a late arrival or an accessible room. You then select Share with the hotel and Make link, and copy the link before you close the dialog.

The link works for 14 days unless you choose up to 60 days. The hotel sees names, arrival and departure dates, room types and your notes, and can print the list. Tick Also show phone numbers and emails only if the hotel needs them, and you need an owner or admin login to turn it on.

[Share rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers)

## Can my acts see their flights, hotel and set times without calling my team?

Yes. The act's day sheet link does it. Its Whole stay lists their flights, pickup, hotel nights and every call from load-in to their set, in the event's local time, with what changed since they last looked.

On your event's Operations page, you select Day sheets, choose Performer, then the act. Whole stay shows them, and the line above the list counts the changes since the act last opened their link. You select Share link and send the link to the act's tour manager.

Each time the act opens their link, the list they saw is kept, so changes count from the last list they opened. An email you sent is never counted as seen. Until they open it for the first time, the whole stay says the act has not opened their day sheet link yet.

[Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed)

## Can I announce my line-up in waves?

Yes. You tick the acts for the next wave on your event's Public line-up, select Announce at and choose the date and time. Those acts appear on your pages on the minute you chose.

The switch beside each act puts them on the public line-up. With Edit, you add the name on the line-up, a photo, bio, links and genres. Let Fai draft the bio puts a draft under Fai's draft bio, and it is never public until you select Use this bio.

Review and publish shows you what will change: acts added or taken off, profiles updated and set times that move, with a warning for any act going public without a bio, photo or set time. You then select Publish. If set times moved, Tell ticket holders opens an email with the changes for you to check and send.

Under Put it on your website, you copy the set-times timetable or the line-up onto any page of your site. Show publish history lists each publish, who made it and how many changes it had.

[Publish your line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times)

## How do I see what an act really costs, beyond the fee?

The act's performer page shows All-in cost. It adds the fee, the agency fee, each trip, the hotel stay, per diems, backline and the act's share of hire, with one total for each currency.

Nothing is entered twice. The fee comes from the act's booking, the agency fee from the accepted offer, each trip from the event's Travel section and the hotel line from the act's stay. A line that starts Not priced yet names anything still without a price.

You price it with Enter the cost beside a trip, or Enter this stay's rate beside the hotel. The same figures appear in the event's budget, where Artists & talent adds up every act, and in the show's settlement. Every change keeps the value before and after, who changed it and when.

[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)

## If I pay an act in pounds and their flights in euros, do the costs get mixed together?

No. An act's all-in cost shows a total for each currency, and amounts are never converted or added across currencies.

An act paid in pounds with a flight in euros has two totals on its All-in cost card. A hotel block's rate keeps its own currency too, and each settlement totals every currency on its own under Totals.

When you enter the cost of a trip or a stay's rate, you choose the currency it was paid in, so each amount counts in the right total.

[Read an act's cost in each currency](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event)

## How do I settle up with the artist after the show?

In Event Operations, you select Settlements, then Settle a show. You choose the event and the accepted offer, and Fai drafts the settlement from your ticket sales after refunds, your budget actuals and the deal.

Each line says where its figure came from, such as From ticket sales or From the deal. Totals shows what is Left for you. With the act's accepted offer, their travel, hotel stay and other costs come in marked From the act's costs, and you see the agency fee beside the performer fee.

Bring up to date refreshes it after a late refund or a new budget actual. You can add a line for anything else, with a minus amount for a credit. A wrong line is never deleted: you select Reverse, and a new line cancels it while both stay on the sheet.

When you select Share, the lines lock, and Print or save as PDF gives a copy for the tour manager or agent. You select Mark as agreed when both sides agree, and Mark as paid once the artist is paid. To correct a shared settlement, you select Reopen with a reason, and the old version stays marked Replaced.

[Settle a show with an artist](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist)

## Can everyone on my team see what we pay each act?

No. Only people whose role can see your event's finances see fees, budgets and contracts. Your artist liaison team can run advances and hospitality without seeing the deal.

Offers and fees on Event Operations open for owners, admins and producers of the brand, and every other role on the brand sees the calendar and holds only. The same roles open the event's Operations page, where contracts, advances and each act's all-in cost live.

When you ask an act's team to fill in their advance, Payment and settlement is left out of their link unless you add it. Notes for your team on an advance holds anything the performer's team must not see.

[Choose what each person on your team can do](https://www.ticketfairy.com/guides/invite-your-team)

## Do reviewers see who applied?

Only if you choose. Reviewers score each proposal from 1 to 5 from their own link, and you decide whether they see names.

On your event's Operations page, you select Applications. You select Forms and reviewers, choose what Reviewers see names, and enter a note for reviewers. Names are hidden on talks and shown on acts unless you change it. With names hidden, reviewers never see who sent a proposal, their email or phone number.

You add each reviewer under Review panel and select Send link. Their link works for 60 days with no sign-in, and they score each application from 1, not for us, to 5, must have. Reviewers never see Fai's notes, and Reviewers disagree shows when scores are far apart.

When you select Accept on an application, the act joins Artists with a draft offer for the fee they asked and an advance started. A talk joins the agenda as a session at the time and room you choose.

[Review act and talk applications with your team](https://www.ticketfairy.com/guides/review-act-and-talk-applications-with-your-team)

[Ticket Fairy for artist liaison & booking](https://www.ticketfairy.com/solutions/artist-liaison-and-talent-buyers)

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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)