Open the intended booking, review its itinerary export options and open the preview. Then download and check the actual PDF before sharing it. This guide is for artists and artist team members with access to the relevant booking.
Prepare the information for the day
Check the event name, performance date and times, venue, contacts, schedule and relevant production notes. Review travel, accommodation and the operational period where they apply. The performance time and the wider working period describe different things.
Check guest capacity and any guest entries or comments separately. Save your booking changes before preparing the itinerary, and decide what the intended recipient needs to receive.
Preview, download and check the itinerary
Open the correct booking and check the saved information.
Review the itinerary export options for Deal and ticket information. Set them for the output you intend to prepare.
Use the itinerary download icon to open the preview and wait for it to finish loading.
Use the download control to save the PDF, then open the actual downloaded file.
Check the whole document before sharing it. After updating booking information, save it and prepare a new output for review.
Opening the preview does not mean that a file has already been saved to your device. Check the download result instead of assuming the preview is the final copy you will send.
What should I check in the PDF?
The correct artist, event, venue and show date.
Show times and every schedule entry, especially activities after midnight.
The contacts, notes and production details the recipient needs.
Guest allocation, guest information and any financial or ticket details.
All pages, text, line breaks and date/time formatting.
Deal information, ticket information and guest-list information are separate checks. Turning off the ticket option does not establish that guest information is excluded. Read the resulting document before relying on an export setting for confidentiality.
If the PDF contains information the recipient should not receive, do not distribute that version. Ask the person responsible for the booking or Optune support how to prepare a suitable output.
Why do date and time formats look different?
The show fields and schedule can display dates or times differently. Compare the actual values with the saved booking, including the day on which an overnight activity ends. Do not assume one section’s format proves how every other section will appear.
If a date or time remains unclear, send support the booking link, the relevant part of the PDF and the expected result. Describe the document wording and the date/number format separately so support can review the relevant setting.
A PDF copy and a shared itinerary are different
A downloaded PDF is a saved copy. After an important booking change, prepare a new output and make clear which version the recipient should use.
If you use the itinerary’s sharing option, read its access information and check the actual shared document before passing on the link. Keep private links within the intended recipient group. A booking Share link, a document link and a downloaded PDF are different outputs; do not assume they have identical access rules.
To review or end access to a shared output, contact support with the specific document or link. Previously downloaded copies remain separate from booking settings.
Refresh and review the preview
Save your booking changes, then close and reopen the preview to review the current output. For help with this step, send support the booking link, your browser and device, the intended result and a relevant screenshot or PDF page. Use a private support conversation and hide unrelated personal information.
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