Give Every Act a Room and Everything Their Rider Asks For

Plan the Whole Day's Rooms in One Step

Add each dressing room once, on its stage or shared by the site, and it is there for every day of the event. Then ask Fai to assign the rooms: every performer gets a room from before their set until after it, headliners choose first and rooms on their own stage come first. You untick anything you want to leave out and book the rest together.

It replaces the spreadsheet your artist liaison rebuilds every time a set time moves. Fai only suggests rooms for performers who do not have one yet, so the bookings you made yourself stay exactly where you put them, and she lists anyone she could not place so you can add a room or move a booking for them.

Add how many people fit in each room and any notes, such as which room has a shower or step-free access, and your team sees them every time they book.

• Let Fai assign rooms: a room for every performer around their set
• Headliners first: the biggest acts choose before everyone else
• Rooms you add once: on a stage or shared by the site, for every day

• Book dressing rooms and plan build and break days for your event

Book Any Room for an Act, a Speaker or a Team

Book a room yourself for a performer, or for a crew or catering team that needs somewhere to work. Name your rooms the way your event does, such as a green room for speakers at a conference or a changing room for a team at a match. A late booking that runs past midnight simply ends the next morning.

Change or cancel a booking as plans move, and the room shows as free again on the run of show and the day sheets straight away. Remove a room you no longer have, and the confirmation tells you how many bookings it has on that day before anything goes.

• Book a room: who it is for, the room and the times
• Someone else: rooms for crew and catering teams too
• Late nights: a booking that runs into the next morning

Catch Double Bookings Before the Acts Arrive

A booking that overlaps another in the same room, or gives one performer two rooms at once, is stopped and shows the bookings it clashes with. You book it anyway only when the room really is shared. Overlaps stay marked on the day, so nobody finds out at the dressing room door.

Every booking shows on the run of show, the day sheets and each performer's and stage's page, so your stage manager, artist liaison and runners all work from the same plan. Each stage's rooms share the stage's colour on the run of show, so the room list reads at a glance on a busy day.

Ask Fai which rooms are free at nine on Saturday or to book a room for a late addition to the bill. She shows you each booking and waits for your yes, and asks before she books a room that overlaps another booking.

• Overlap checks: the same room or the same act booked twice
• On the run of show: rooms beside the day's cues
• On the day sheets: every team sees who is in which room

• Plan Every Cue, Call the Show Live and Keep Every Team on the Same Time

Turn Every Hospitality Rider Into a Shopping List

The shopping list fills itself from each act's hospitality rider in Advancing, with how many to buy and which acts each item is for. When a rider changes, Fai reads it again and updates the list. Consumables add up across every day an act plays, so the water, towels and fruit never run out on the last night.

Anything your team changed by hand keeps your version and is marked for you to review, so a late rider never undoes a deal your artist liaison already made with the act's tour manager.

• From the riders: water, towels, fruit and the odd oat milk
• Rider changes: the list updates when Fai reads a new rider
• Your changes kept: items you edited are marked for review

• Build a dressing-room shopping list from your event's artist riders
• Advance Every Act Without Chasing Email Threads

Set Up What Every Room Gets Once

Build standard packages, such as a basic dressing room or headliner extras, with the items each act gets each day. Add a package to every DJ set or every act automatically, add it to the acts you tick, or copy one act's items to another, like the second DJ of a back-to-back set.

Change a package later and every act that has it updates, so a new sponsor drink goes into every room with one edit. Remove a package and the acts that got it automatically lose its items, unless your team changed them, while items you added to acts by hand stay.

• Standard packages: the items for each act, each day
• Added automatically: to the kinds of act you choose
• Copy another act's items: for an act that asks for the same

Send Your Runner Out With the Right List for the Day

Switch the list to show each day, with what to buy and which dressing room or stage it goes to, and print a shopping sheet for your runner. Mark each item ordered, confirmed and delivered as it comes in, and priced items count as committed costs in your budget once ordered.

Prefer a caterer to do the shopping? Choose them as the supplier on the items and send them the list, and the next email holds only what changed since. Ask Fai what to buy for Friday, or to add, change or take off an item, and she shows you each change before she makes it.

• By day: what to buy and where it goes
• Shopping sheet: a printed list for each day
• In your budget: priced items as committed costs

• Know What Your Event Will Cost Before the Bills Arrive

Put Build and Break Days on the Same Run of Show

Add the build days before the show and the break days after it, and tick the usual cues to add load-in, rig and sound check to a build day, or de-rig and load-out to a break day. They work like any show day, so the rooms, cues and day sheets for the get-in come from the same plan as the show.

Because a build day works like any show day, your crew sees the get-in on their day sheets beside everything else, and you move, add or remove its cues the same way you change the show. Fai can add a build or break day with the usual cues when you ask, after you confirm.

• Build days: load-in, rig and sound check
• Break days: de-rig and load-out
• Like any show day: cues, rooms and day sheets

• Plan Every Stage From the First Truck In to the Last Truck Out