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Advancing a show means sending your technical and hospitality requirements to the venue before the performance. Roadcase makes this effortless by generating a secure, shareable link that gives venue contacts access to your full advance package without needing a Roadcase account.

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How sharing works

When your advance is ready to send:
1

Open the show advance

Navigate to the show and open the Advance tab.
2

Click Share advance

Click the Share advance button to open the sharing dialog.
3

Select venue contacts

Choose which venue contacts should receive the advance. Contacts are pulled from the venue’s contact list.
4

Send

Roadcase generates a tokenized link and emails it to the selected contacts.

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What the venue sees

The shared advance is a public page — no login required. The recipient sees a professionally formatted page with:
  • Your artist logo and show details
  • Technical rider with full formatting
  • Hospitality rider with full formatting
  • Stage plot with visual layout and input channel list
  • Downloadable documents (contracts, production schedules, parking maps, etc.)
This gives the venue everything they need to prepare for your show in one place.

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Tracking engagement

Roadcase tracks how venue contacts interact with your shared advance:
MetricDescription
Page viewsHow many times the advance page has been viewed
Document downloadsWhich attached documents have been downloaded and when
Viewer infoIP address and user agent of viewers
This gives you confidence that the venue has actually reviewed your requirements. If the advance has not been viewed as show day approaches, you know to follow up.
ActionDescription
ResendSend the advance email again to the same contacts
RevokeDisable the shared link so it no longer works
Content change detectionRoadcase flags if advance content has changed since it was last shared
Shared advance links automatically expire 7 days after the show date. This ensures your technical information is not accessible indefinitely.

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When to re-share

If you update your advance after sharing — for example, updating the stage plot or adding a document — Roadcase alerts you that the shared version is out of date. You can then re-share to send the updated advance to the venue.
Get your advance out to venues as early as possible, ideally two to four weeks before the show. This gives the venue time to review your requirements and flag any issues.