Contractors Request Form and Advance

Contractors Request Form

This is a step that some festivals will take, others will jump straight to the Contractor Advance. Once you have confirmed your contractors, it is sometimes necessary to send a request form. On this you can ask them to give you a wishlist of the things that they may need to carry out their job. As the requirements vary so widely for every festival our template form for this is a blank slate and asks some simple questions that are easily changed. 

You can find the Crew Accreditation Form in our default forms list and you will see it asks the contractor for the number of passes they might require for their staff and what equipment they may require. You can edit and add to these questions to collect whatever information you require from your contractors.  

Once you have received this information, it is time to then allocate the passes that they will actually get.  Just because you ask for 100 staff passes, doesn't mean you will get it. You can use the information gained from this form to assign accreditation, complete the contractor panel and add anything else you may need to assign via the profile field pop up panel. 

Contractor Advancing

Once you have filled in the contractors profile fields, you can then edit and send the advance to them. Much like the artist advance this is split into two sections. The first 'Top Page Text' section is where you will mail merge in any information that you have assigned to the contractor for them to view. The rest of the form will consist of fields requesting any information you might need back from the contractors. You can find our default form for this under Dashboard > Forms > Contractor Advance. 

If you go to the settings on this form you will be able to edit the information in Top Page Text and edit or remove fields not useful for your event. By default we have fields for

Crew Pass - To input staff names limited to accredited and meal tokens for staff members - This will generate QR code tickets for these members of staff. 

Estimated Arrival Date/Time - It's good to know when your contractors may arrive on site!

Estimated Departure Time - When will they, and their services, leave site

 Vehicle Registrations - Limited to what is set in accreditation for vehicle passes

Documentation - Upload file fields for various types of required documents

Sign Here - They can sign to complete this agreement

When you are happy with your form you can prepare to send it to your contractors. This form should be set to Autologin Link under Access Form Settings. There is a default email template on all systems called 'Contractor Advance'. If you do not use our default form but create your own form from scratch, please ensure that the email template that you send to your artists to access the advance has had the link to the form updated.

Once you begin to receive responses to these forms you will be able to see the completed forms return under Registrations.