The artist advance form

What the artist's team sees, and what happens when they submit.

The advance form opens from the link you send. It shows the artist's name and your festival's name, works on a phone, and only includes the sections you've switched on.

The sections

Team & Contacts

The people travelling with the act: name, role, country code, mobile, email and notes. They can mark one person as the show day contact.

At least one person needs a name, role and phone number. The team can't go over the touring party limit unless you've allowed overflow. Anyone you've already approved shows as locked.

Riders

Technical, hospitality or other riders, uploaded as a PDF or typed in.

Travel

How they're travelling and when they expect to arrive, plus arrival notes, whether they need parking (with the car registration), the driver's name and contact, and transport notes. Flight details can go in if they're flying. Arrival date and time are required.

Guestlist

A name, email and pass type for each guest, within their allocation.

Passports

Only shown when flights are in the deal. The team uploads a passport for each traveller.

Saving and submitting

Save Draft keeps their progress so they can come back to the same link. The advance shows as Draft Saved on your side.

Submit Advance checks everything first. Anything missing or over an allocation is listed, and the form opens the section that needs attention. They confirm a summary, then it's sent.

Once submitted, the link locks. If they need to change something, re-open the link from the artist's Advance tab.

What happens when they submit

• The touring party and guests become pending accreditation records, ready for you to approve.

• Contacts and riders are saved to the artist.

• Travel details appear on the artist's Advance tab, and are added to their flight or ground transport bookings.

• If they asked for parking, a parking request is created.

• Passport uploads are stored against the artist.