Artist itineraries

Templates, placeholders and sending every act their show-day plan.

An itinerary is an email with a PDF attached. It combines your festival information (arrival, accreditation, parking, catering, contacts) with the artist's own touring party, guests, travel and bookings.

Building a template

1. Go to Itineraries › Templates and click Create Template.

2. Add sections and write your content. Rename, reorder or switch off any section.

3. Add a header image, an image to any section, and your brand logo if you've uploaded one in Settings.

4. Use Add Dynamic Section to drop in the artist's Touring Party, Guestlist, Accommodation, Flights or Ground Transport. A dynamic section is left out automatically if the artist has nothing for it.

5. Click Preview to check it.

6. Set the status and click Save.

Templates move through Draft, In Progress, In Review and Confirmed. From a template's menu you can Duplicate, Archive or Delete it. Archived templates are hidden until you click Show Archived.

Placeholders

Placeholders are swapped for each artist's details when the itinerary is sent:

• The show: {{artist_name}}, {{performance_date}}, {{set_time_start}}, {{set_time_end}}, {{stage_name}}

• Accommodation: {{hotel_name}}, {{hotel_address}}, {{check_in_date}}, {{check_in_time}}, {{check_out_date}}, {{check_out_time}}, {{room_type}}, {{accommodation_summary}}

• Flights: {{flight_number}}, {{departure_airport}}, {{arrival_airport}}, {{flight_departure_time}}, {{flight_arrival_time}}, {{flights_summary}}

• Ground transport: {{pickup_location}}, {{dropoff_location}}, {{transport_time}}, {{vehicle_type}}, {{driver_name}}, {{driver_contact}}, {{transport_summary}}

• People: {{touring_party_count}}, {{touring_party_summary}}, {{guestlist_count}}, {{guestlist_summary}}

• Contact: {{contact_name}}, {{contact_phone}}, {{contact_email}}

Anything with no data shows as "None", so a raw placeholder never reaches the artist. Rejected touring party members and guests are left out.

Assigning a template

Each artist needs a template before an itinerary can be sent. Assign one on the artist's Advance tab, under Assigned Advance Template & Itinerary, or select several artists in Itinerary Management and click Assign Template.

Sending itineraries

Itineraries › Itinerary Management lists every artist and group whose advance is Submitted or Confirmed, with their contact email, tags, template, advance status, itinerary status and when it was last sent. Filter by Itinerary Ready (Not Sent) or Sent, by type or by tag.

1. Tick the artists you want.

2. Click Send Itineraries and confirm.

Each email goes to the artist's contacts with notifications on, with the PDF attached. Anyone without a template or an email address is skipped, and a summary shows what was sent, skipped and failed.

• Download Selected saves the PDFs: a single PDF for one artist, or a zip for several.

• The download icon on a row saves one artist's PDF.

• Mark as sent (or Mark as resent) records an itinerary you sent outside EventNexus.