With a booking request, you ask another agency whether an artist is available for a performance. Artwin Live always sends an email containing the key request details. This means every agency can handle the request, even if it does not use Artwin Live.
The email uses the Booking request to agency template. This template contains the information the receiving agency needs to assess the request, such as the artist, date and times, event, venue, client and any notes. Check both the template and the booking details before sending the request.
Sending the booking request
Create a new booking for the artist, or open an existing booking. Choose to send a booking request to the agency and save the booking. At this stage, the booking remains a request.
The receiving agency receives the email and can respond using its own workflow. If the agency does not use Artwin Live, you handle its response outside Artwin Live.
When the other agency also uses Artwin Live
If the receiving agency also uses Artwin Live, the request is also available in its Artwin Live environment. The agency can then process the request there. The following steps apply.
Reviewing the request
The receiving agency opens the request through Requests → Incoming and reviews the submitted details. The planning shows existing bookings, options, appointments and other blocks around the requested date. If regional exclusivity is used, the region check can help assess the date and venue.
If the request is not suitable, the receiving agency can decline it and send a response. The requesting agency will then see that the request was declined.
Accepting the request
If the request can proceed, the receiving agency chooses Create booking. The new-booking window opens with the request details. After checking and saving the booking, the request is accepted and linked to the receiving agency's booking.
Passing on the receiving agency's information
The requesting agency then opens the original booking and its request status. Here you choose which information from the receiving agency to link to your own booking:
- Pass through their rider;
- Pass through their press kit;
- Pass through their advancing;
- Copy the offer to my booking.
Your booking then uses the selected artist information from the receiving agency, while you remain responsible for communication with your client.
Checking the rider and offer
Check the rider before passing it on. Artwin Live can show a warning when the rider may contain contact or agency details. Also check the offer for amounts, terms and cost lines before copying it to your own booking.
Sending an option confirmation to your client
Send an option confirmation to your client from your own booking once the request has been accepted.
After your client's response
Your client can accept or decline the option, or include a message. After acceptance, you can continue with the contract flow. When advancing has been passed through, the receiving agency's advancing forms are used.
Good to know: approval by the receiving agency and the option confirmation sent to your client are two separate steps.