In Artists > [artist] > Settings > Contract and riders, you manage riders, email attachments, and the terms template of an artist. A rider contains the practical agreements regarding a performance, such as technical requirements, hospitality, and production. Legal or commercial contract terms are managed separately in a terms template.
Riders are formatted using the Formatting settings. This allows you to incorporate your corporate identity – such as logo, background, and cover page – into these documents, with a calm, separate layout suitable for riders.
The difference between a PDF rider and an embedded rider
- PDF rider is an existing PDF file that you select when booking. The rider remains a separate document that the recipient can open and download.
- Embedded rider is created and edited in the rider editor. When you attach this to a booking, the content is included as its own part of the contract.
An embedded rider thus forms part of the contract. The contracting parties also agree to the included rider when signing the contract. The same rider can also be downloaded separately as a PDF. This way, the practical information remains both part of the agreement and independently usable for production.
Creating an embedded rider
Go to Riders and click + Rider. Give the rider a clear name, such as Technical rider or Hospitality rider, and add the content in the editor. Use headings and short sections to keep the agreements for production clear.
Use the rider for practical execution agreements, such as stage and sound requirements, backline, lighting, hospitality, arrival, setup, and teardown, and other production-related information. From the list, you can open, edit, delete, or download a rider as a PDF.
Converting an existing PDF rider with AI
Do you already have a rider as a PDF? Choose + Rider and then Convert PDF rider. Upload the existing PDF file. The AI reads the content and converts it into editable text in the rider editor. Then give the rider a name, carefully check the text, and save the rider.
The conversion is not an exact copy of the original PDF file. The AI converts the content into an editable, contract-friendly format so that the rider can be properly included in a contract. Therefore, always check numbers, sizes, technical specifications, links, tables, and exceptions.
Images may be missing or placed elsewhere during conversion. Therefore, add a missing image separately in the editor. Using the editor, you can then move or remove images and further adjust the layout before saving the rider and linking it to a booking.
Formatting an existing rider with AI
Open an embedded rider and choose Improve formatting to have existing text structured with AI into the Artwin Live rider format. The AI organizes the content for the editor, for example, with clear headings, paragraphs, and lists. Review the result and adjust it yourself if desired before saving.
This formatting is important because an embedded rider is placed in the contract. A well-structured rider remains readable within it, better fits the contract layout, and can be included in the same document without an awkward PDF attachment. The same content also remains separately available as a neat PDF for production.
Linking riders to a booking
When creating or editing a booking, you choose which PDF riders and embedded riders belong to that booking. Only the selected riders will be sent with that booking and are available to the recipient.
Enable Load all riders by default in bookings for the artist if you want all embedded riders to be automatically linked to new bookings and loaded budgets.
You can also select a rider per pricing group. This is useful if you work with different formations, such as a band or tape formation, or with a special festival rider.
An embedded rider linked to a booking contains also the data of that booking, where filled: date and time, performance times, and location, in the individual view and PDF. This allows a production partner to use the rider separately from the contract without losing the context of the performance.
Contact details via Team
Do not create a contact list in the rider and also do not mention your agency's contact details in the rider text. Riders can be shared separately and included in a contract; a manually maintained list will quickly result in duplicate or outdated information and distract from the content of the rider.
Artwin Live adds the contact details of the booking office itself. Do you want to show an artist, tour manager, technician, or other team member as well? Go to Team, open or invite the team member, fill in the role, phone number, and contact details, and enable Add contact information to riders. Artwin Live will then automatically place that team member's name, role, email address, and phone number with the rider.
This way, you manage contact details in one place. If you change a team member, Artwin Live will use that current information in the riders you subsequently open or download. Keep the option off for team members who should not appear as contacts in riders.
No contract terms in a rider
Do not include general or additional contract terms in a rider. Topics such as cancellation fees, liability, payment terms, force majeure, and other legal or commercial agreements belong in a terms template, not in technical or production text of the rider.
This keeps the rider usable for the performance execution and keeps the contract clear: the contract text and additional terms remain the place for legal agreements.
Creating a terms template and linking it to an artist
Go to your account settings, under Corporate Identity and Templates, to Terms Templates. Choose Add Template, give the template a recognizable name and add the additional terms. You can manage the content by language.
Then go back to Artists > [artist] > Settings > Contract and riders and select the correct template under Terms Template. Save the artist settings. For a contract for this artist, the terms will be placed as an additional part behind the fixed contract text.
Use separate templates when artists have different terms. This way, you select the correct set of terms for each artist, without having to adjust the rider or the fixed contract text.
Formatting of riders
Manage the appearance of rider PDFs in the Formatting settings. In the Riders section, you can upload a separate background image or PDF formatting and determine the free content area. A calm rider format is suitable for technical and production documents: you do not need to use the full letterhead with corporate information from contracts and invoices for this.
Under Cover Page, you can set a separate background image and choose to use it for Riders. The rider title and artist name will be placed on that cover page. This way, you give the rider a professional first page while the content pages maintain their own clear layout.
Version management of riders
Artwin Live stores the active version of an embedded rider. As long as that version has not yet been used for a contract, you continue working in the same current version. Once a rider is linked to a contract, Artwin Live saves the used version with that contract.
If you change the rider later, a new current version will be used for subsequent contracts and bookings. Previously created or sent contracts remain linked to the version that was fixed at that moment. This way, a previously agreed-upon rider does not change unexpectedly when you later update technical or production information.
Good to know
Keep rider and contract separate. The rider is for practical execution; the terms template is for additional contract terms. By managing team contacts and formatting centrally in Artwin Live, the rider remains shareable, current, and readable.