Feed Every Crew Member and Know What Every Meal Cost

Get Meal Times Straight From Your Shifts

Ask for meal times from the shifts, and breakfast, lunch, dinner and a late meal are suggested on each day when people are on shift at that time. Keep the ones you serve and leave out the rest. The kitchen serves at the times your crew are actually working, with no guessing from last year's plan.

Add a meal time of your own with its day, start, end and where it is served, such as the crew catering tent or the production office, and a late meal for the night crew can run past midnight. Move or remove a meal time whenever the rota changes. Meals already given stay in the record, and the kitchen count follows the change straight away.

Meal times tell the kitchen when to serve and how many people to expect. What each person may eat in a day comes from their pass and their shifts, so a runner on a long shift gets the meals a long shift needs without anyone working it out by hand.

• Suggested meal times: breakfast, lunch, dinner and a late meal from who is on shift
• Your own meal times: any day, any time, with where the meal is served
• Late meals: a meal time can run past midnight for the night crew

• Plan crew meal times and food needs for your event
• Cover Every Shift and Pay for Every Hour Worked

Collect Every Food Need Once, in People's Own Words

Crew and volunteers enter their food needs on their own My shifts page, in their own words, such as vegan, or nut allergy, carries an EpiPen. They give them once, and every meal time and kitchen count includes them. Each meal time shows how many people are on shift and their food needs, with a line counting who has not given them yet, so you know exactly who to ask before the kitchen orders.

Food needs come from everyone who eats. A volunteer's answer from their application counts until they give one on their page. The hand-out and meal desks can record food needs at the counter for anyone who has not given them, and performers' needs come from the hospitality answers on each act's advance, listed by act for the kitchen.

• Food needs in their own words: given once on each person's My shifts page
• Recorded at the desk: for anyone who has not given them yet
• Performers from their advance: hospitality answers listed by act
• Who still owes food needs: the people to ask before the kitchen orders

• Advance Every Act Without Chasing Email Threads

Give the Kitchen Real Numbers for Every Day

Kitchen and reports adds up the meals expected each day, with vegetarian, vegan and gluten-free meals counted, the meals already served and the meals on passes you have not issued yet. Your caterer orders and preps against the numbers your rota and passes actually produce, so the last crew in from the build still find a hot meal.

Choose a day to see each group's allowance beside what it ate, and every extra meal listed by the team member who gave it. Print the kitchen sheet with the counts, food needs and performer notes and no other personal details, for the pass in the kitchen or the caterer's office wall.

• Meals expected each day: with food needs counted
• Allowance against meals: each group's meals for the day beside what it ate
• Kitchen sheet: the counts and food needs on paper

Share a Live Count the Kitchen Opens on Any Tablet

Share a kitchen count link and the kitchen opens it on any tablet or phone without signing in. It shows the day's meals expected, served and still to serve, the food needs and the meal times, so the head chef knows when to start the second batch of the vegan option. It carries counts only, never the names behind them, so you can leave it on a tablet in a busy kitchen.

The link opens one kitchen count for one event and nothing else in your dashboard, and you can stop it at any time. As meals are served at the desk, the count of meals still to serve goes down.

• Kitchen count link: live counts for the kitchen, with no sign-in
• No names: counts and food needs only
• Still to serve: the meals left as service goes on

• Let event staff work a desk from their phone with a desk link

Serve Every Meal From the Person's Own Pass

Scan the code on a ticket or badge, or enter part of a name, and the card shows the meals the person has left today and their food needs, with their own note and any note from their artist advance. Give the meal, and the field is ready for the next scan. Nobody shares a paper ticket, nobody eats twice on one allowance, and whoever is serving sees the allergy before the plate goes out.

An extra meal takes a reason and keeps the name of whoever gave it, and undoing the last meal gives it back while the history keeps both. When two counters scan the same pass at once, both count against the same allowance, so the second counter sees what is left after the first.

When a stage crew or a PA supplier sends one person to fetch lunch, collect for the whole team in one go. You see how many of its people can still eat today, leave out anyone not eating now, enter who is collecting, and each meal comes off that person's own allowance, with anyone who has no meal left skipped and counted for you.

• Scan or search: a ticket, a badge or part of a name
• Food needs at the counter: shown before the plate goes out
• Extra meals and undo: each with a reason and a name in the history
• Collect for a team: one collector, every meal on the right person

• Give crew meals at your event meal desk

Serve Meals in a Field With No Signal

The meal desk carries on giving meals when the connection drops. Each meal is kept on the device and sent when the connection is back, with nothing recorded twice, and anything Ticket Fairy refuses, such as a meal for someone with none left, stays on the list with its reason. A lunch rush in a field with patchy signal never turns into a queue.

Give your caterers a meal service point link for their own phone or tablet, named for where it is, such as the crew catering tent. It opens the meal desk for that one event with no dashboard login, it cannot hand out passes or open anything else, and every meal given through it is recorded under its name. Stop the link when the caterer's contract ends, or when a phone goes missing.

• Works without a connection: meals are sent as soon as the signal is back
• Meal service point links: caterers serve from their own phone, with no dashboard login
• Stop a link: a lost phone stops working straight away

• Hand Out Every Pass Quickly and Keep Each Zone for the People Who Belong There

Give Acts Their Drinks Allowance at the Same Counter

Scan a pass from an act's travel party, and Drinks today counts down the drinks left from the act's drinks allowance. Give a drink, or undo the latest one, which stays in the history. Your hospitality team stops keeping a tally on the back of a rider, and the act's tour manager gets a straight answer about what is left.

When today's drinks are used up, a drink beyond the allowance needs a reason, which stays beside the drink. On a desk link that cannot let people through, a supervisor gives it instead. The allowance comes from the allowances you set for the act, so what your hospitality desk serves matches what you agreed.

• Drinks today: the act's allowance counted down on every scan
• Extras with a reason: a drink beyond the allowance carries why it was given

• Advance Every Act Without Chasing Email Threads

Invoice Outside Teams for the Meals Their People Ate

Charges to teams shows the meals each outside team's people ate and how many are not charged yet. Choose the days, enter your price per meal and the currency, and Ticket Fairy makes the invoice with a payment page. The team pays from the link, and the charge moves from ready to send, to sent, to paid, so you are not chasing a PA company for lunch money a month later.

Each charge counts every meal given to people with a pass from that team, at the meal desk, a meal service point or a team collection, extra meals included. Charge a different price for different days with one charge for each run of days, and a day already charged to a team is never charged again.

Ask Fai how many meals the stage crew ate on Saturday or how many vegan meals the kitchen needs tomorrow, to add the meal times your shifts suggest, to record a meal at the desk or to charge a supplier for the weekend. She reads the same counts you see, shows you each change, meal or invoice first and waits for your yes, and only an owner or admin can approve a charge.

• Charge for meals: the meals eaten on the days you choose, at your price
• Payment page: the team pays from the link on its invoice
• Charge status: ready to send, sent and paid for each charge
• Ask Fai: counts, meal times, meals and charges on your word

• Charge outside teams for the crew meals they eat at your event
• Give Everyone Who Works Your Event the Right Pass, Approved and Ready Before the Gates Open