Notes from and to your planner
Your event portal can carry up to three notes, near the top of the page above the run of show (runsheet). Two are written by the planner for you to read: one for everybody on the event, and one for you alone. The third is a box where you write back to them.
This article covers each of the three, who can see what, how to send and change your note to the planner, and what to check when one of them isn't there.
The names on your screen
The headings below are the standard ones. Planners can rename every one of them, for a single event or for all their events, so yours may read differently. "Important notes" might be "Everyone read this", and the box you write in might ask a more specific question. They sit in the same places and work the same way whatever they're called.
Important notes
Important notes is the amber panel with a warning icon. It is the planner's event-wide message, and everyone on the event sees the same text: safety points, parking, where to report, last-minute changes. It also appears on the public run of show link, if the planner has shared one, and on your printable copy.
It opens expanded, so you see it as soon as the page loads. Tap the heading to fold it away. You can't edit it.
If the panel isn't there, the planner hasn't written anything in it for this event.
Your notes
Your notes is the blue panel with a person icon, just under Important notes. It is a note the planner has written for you alone about this event: your call time, what to bring, who to find when you arrive. Only you and the planner see it. Other crew on the event each see their own, or nothing.
Like Important notes, it opens expanded, it is read-only, and it prints on your printable copy of the run of show. It only appears when the planner has written you one.
Both panels update while the page is open. If the planner changes either of them, your page shows the new text within a few seconds, or a minute at most, without you refreshing.
Notes to us
The box you write in is headed Notes to us as standard, with the question Anything we should know before the day? Arrival, access, parking, drop-off. under it and a greyed-out example inside ("e.g. I need lift access on arrival"). The planner may have reworded any of these, and what they've written is the question they want answered.
It is for anything practical the planner should know about you for this event, for example:
- You're arriving in a truck and need the loading dock.
- You need lift access to get your gear upstairs.
- You'll be there 30 minutes early to set up.
- Someone else from your team is coming in your place.
It is not the place for allergies or meal choices. If the event collects dietary requirements, those have their own card. See Dietary requirements.
Sending your note
- Type your note in the box. It takes up to 2,000 characters.
- Tap Save. The button shows Saving... while it works.
- The card comes back with your note in the box. That means it has been saved.
The note goes straight onto your row on the planner's side of the event, where they read it when they open your row. Saving it does not send the planner an email or a message, and nothing flags it to them as new, so if something is urgent (a change on the day, say), call or text them as well.
Your note also appears on the BEO the planner prints for the team, in its own Notes from guests section next to the briefing (not with the kitchen's dietary notes). It is not shown to other crew on their event portal links.
While you are typing, the box is left alone by the page's live updates, so a refresh won't wipe what you've written before you tap Save. Tap Save before you close the page, though: an unsaved note is lost when you leave.
Changing or deleting your note
Edit the text in the box and tap Save again. The new version replaces the old one. To remove the note entirely, clear the box and tap Save.
The planner can also edit your note on their side, for example to tidy it up or add what you told them over the phone. When they do, the box on your page shows their version.
When the notes box isn't there
The Notes to us card only appears when:
- The planner has chosen to collect notes on this event. It is switched on event by event. If there's no box and you need to tell them something, contact the planner directly.
- You haven't declined the invitation. If the event asks you to reply to an RSVP and you've declined, the box disappears, because you're not coming. Tap Accept instead and it comes back. See Replying to an RSVP.
If the planner turns notes on while you have the page open, the box appears by itself on the next refresh.