Arrival details are most useful when they are based on a current participant record. If pitch references, entrances, arrival times, vehicle details, payment status, or compliance state are still moving, wait until the record is ready.
Before sending
- Confirm the participant is approved or confirmed as appropriate for your process.
- Check payment and compliance requirements.
- Check pitch reference, location, entrance, arrival time, or any site-plan details that will be shared.
- Check vehicle registrations and access notes if those matter for arrival.
- Make sure the event status and logistics information are current.
How to send
Open the event participant record
Use the Participants tab and choose the participant.
Review operational details
Check status, payment, documents, vehicles, pitch, entrance, and notes.
Use the arrival details action
Send the current information to the participant.
Review responses
Handle any reply from the Communications tab or participant conversation.
When to wait
- The participant is not yet approved or confirmed for the event.
- The site plan, pitch reference, entrance, or arrival window is still being changed.
- Payment or compliance decisions could change whether the participant should receive arrival instructions.
If many arrival details changed at once, consider a logistics post for the group and individual messages only where details differ.
Related articles
Send Event Communications
Send email and SMS updates to selected event participants, Stage Manager crew, or Stage Manager performers without exporting contact lists.
Reply to Participant Messages
Keep participant portal messages and staff replies attached to the relevant event participant record.
Post Logistics Updates
Publish load-in instructions, arrival changes, access notes, and other event-day information to participant portals.