--- title: "Dressing Room Planning and Rider Shopping Lists" description: "Give every act a dressing room around their set with Fai's room plan, catch double bookings, and buy exactly what the hospitality riders ask for, day by day." canonical: "https://www.ticketfairy.com/event-operating-system/site-and-logistics/dressing-rooms-and-riders" --- # Dressing Room Planning and Rider Shopping Lists 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics) 3. Dressing rooms # Give Every Act a Room and Everything Their Rider Asks For A handful of dressing rooms shared between a dozen acts a day, and a hospitality rider for each of them, is where show days quietly go wrong: two acts sent to the same room, a headliner's oat milk forgotten, a runner buying Sunday's water on Friday. With Ticket Fairy, Fai plans the day's rooms around each set and flags any overlap before the acts arrive. The shopping list adds up every hospitality rider and the standard packages you give every room, so your runner buys the right amounts for the right day and every room is ready when its act walks in. Build and break days sit on the same run of show, so your load-in and load-out are planned with the show they serve. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - A room for every act around their set - No two acts sent to the same room by mistake - The right shopping for every day of the show ![Ticket Fairy dressing rooms for a festival Saturday, with a main stage room booked by two acts that overlap and a green room shared by the site](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--dressing-rooms.png) ## Plan the Whole Day's Rooms in One Step Add each dressing room once, on its stage or shared by the site, and it is there for every day of the event. Then ask Fai to assign the rooms: every performer gets a room from before their set until after it, headliners choose first and rooms on their own stage come first. You untick anything you want to leave out and book the rest together. It replaces the spreadsheet your artist liaison rebuilds every time a set time moves. Fai only suggests rooms for performers who do not have one yet, so the bookings you made yourself stay exactly where you put them, and she lists anyone she could not place so you can add a room or move a booking for them. Add how many people fit in each room and any notes, such as which room has a shower or step-free access, and your team sees them every time they book. - **Let Fai assign rooms**: a room for every performer around their set - **Headliners first**: the biggest acts choose before everyone else - **Rooms you add once**: on a stage or shared by the site, for every day - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) ![Ticket Fairy dialog with Fai's dressing-room plan for the day, a room for each performer around their set with the headliner marked](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--dressing-room-plan.png) ## Book Any Room for an Act, a Speaker or a Team Book a room yourself for a performer, or for a crew or catering team that needs somewhere to work. Name your rooms the way your event does, such as a green room for speakers at a conference or a changing room for a team at a match. A late booking that runs past midnight simply ends the next morning. Change or cancel a booking as plans move, and the room shows as free again on the run of show and the day sheets straight away. Remove a room you no longer have, and the confirmation tells you how many bookings it has on that day before anything goes. - **Book a room**: who it is for, the room and the times - **Someone else**: rooms for crew and catering teams too - **Late nights**: a booking that runs into the next morning ![Ticket Fairy Book a room dialog with who the room is for, the room and the times](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--book-room.png) ## Catch Double Bookings Before the Acts Arrive A booking that overlaps another in the same room, or gives one performer two rooms at once, is stopped and shows the bookings it clashes with. You book it anyway only when the room really is shared. Overlaps stay marked on the day, so nobody finds out at the dressing room door. Every booking shows on the run of show, the day sheets and each performer's and stage's page, so your stage manager, artist liaison and runners all work from the same plan. Each stage's rooms share the stage's colour on the run of show, so the room list reads at a glance on a busy day. Ask Fai which rooms are free at nine on Saturday or to book a room for a late addition to the bill. She shows you each booking and waits for your yes, and asks before she books a room that overlaps another booking. - **Overlap checks**: the same room or the same act booked twice - **On the run of show**: rooms beside the day's cues - **On the day sheets**: every team sees who is in which room - [Plan Every Cue, Call the Show Live and Keep Every Team on the Same Time](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling) ## Turn Every Hospitality Rider Into a Shopping List The shopping list fills itself from each act's hospitality rider in Advancing, with how many to buy and which acts each item is for. When a rider changes, Fai reads it again and updates the list. Consumables add up across every day an act plays, so the water, towels and fruit never run out on the last night. Anything your team changed by hand keeps your version and is marked for you to review, so a late rider never undoes a deal your artist liaison already made with the act's tour manager. - **From the riders**: water, towels, fruit and the odd oat milk - **Rider changes**: the list updates when Fai reads a new rider - **Your changes kept**: items you edited are marked for review - [Build a dressing-room shopping list from your event's artist riders](https://www.ticketfairy.com/guides/build-a-dressing-room-shopping-list-from-artist-riders) - [Advance Every Act Without Chasing Email Threads](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing) ![Ticket Fairy dressing-room shopping list for a festival, with water, towels, oat milk and fruit, how many to buy, and two standard packages](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--shopping-list.png) ## Set Up What Every Room Gets Once Build standard packages, such as a basic dressing room or headliner extras, with the items each act gets each day. Add a package to every DJ set or every act automatically, add it to the acts you tick, or copy one act's items to another, like the second DJ of a back-to-back set. Change a package later and every act that has it updates, so a new sponsor drink goes into every room with one edit. Remove a package and the acts that got it automatically lose its items, unless your team changed them, while items you added to acts by hand stay. - **Standard packages**: the items for each act, each day - **Added automatically**: to the kinds of act you choose - **Copy another act's items**: for an act that asks for the same ![Ticket Fairy dialog to add a dressing-room package, with the items for each act each day and the kinds of act it is added to](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--add-package.png) ## Send Your Runner Out With the Right List for the Day Switch the list to show each day, with what to buy and which dressing room or stage it goes to, and print a shopping sheet for your runner. Mark each item ordered, confirmed and delivered as it comes in, and priced items count as committed costs in your budget once ordered. Prefer a caterer to do the shopping? Choose them as the supplier on the items and send them the list, and the next email holds only what changed since. Ask Fai what to buy for Friday, or to add, change or take off an item, and she shows you each change before she makes it. - **By day**: what to buy and where it goes - **Shopping sheet**: a printed list for each day - **In your budget**: priced items as committed costs - [Know What Your Event Will Cost Before the Bills Arrive](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs) ![Ticket Fairy shopping list by day for a festival Friday and Saturday, with what to buy and which dressing room each item goes to](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--shopping-by-day.png) ## Put Build and Break Days on the Same Run of Show Add the build days before the show and the break days after it, and tick the usual cues to add load-in, rig and sound check to a build day, or de-rig and load-out to a break day. They work like any show day, so the rooms, cues and day sheets for the get-in come from the same plan as the show. Because a build day works like any show day, your crew sees the get-in on their day sheets beside everything else, and you move, add or remove its cues the same way you change the show. Fai can add a build or break day with the usual cues when you ask, after you confirm. - **Build days**: load-in, rig and sound check - **Break days**: de-rig and load-out - **Like any show day**: cues, rooms and day sheets - [Plan Every Stage From the First Truck In to the Last Truck Out](https://www.ticketfairy.com/event-operating-system/production-and-technical/production-schedule-and-stages) ![Ticket Fairy dialog to add a build day to the run of show, with the day and the usual load-in, rig and sound check cues](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--production-day.png) ## How Organisers Run Dressing Rooms With Ticket Fairy - ### A Festival Saturday With Twenty Acts Fai gives every act on three stages a room around their set, headliners first. One late addition overlaps the main stage room, the booking is stopped, and the artist liaison moves the act to the shared green room before anyone arrives. - ### A Club Night With Back-to-Back DJs A basic dressing room package is added to every DJ set, and the second DJ of each back-to-back set gets the first DJ's items copied over. The runner leaves with one printed sheet for the night. - ### A Conference With Speakers The organiser adds two green rooms shared by the venue and books each keynote speaker in for the hour around their session. Catering gets its own room booking for the lunch service. - ### A Three-Day Festival Rider Run The shopping list adds up every act's rider across all three days. The runner shops by day, and Sunday's headliner extras are bought on Sunday morning, not on Friday. - ### A Venue With a Busy Calendar The venue adds its two dressing rooms once, with a standard package for every act. Each night's promoter books the rooms around set times, and priced items count against each show's budget. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy dialog to add a dressing-room package to the acts you tick](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--add-to-acts.png) Add a package to the acts you choose, and each gets its items for every day it plays. - ![Ticket Fairy dialog to copy one act's shopping items to another act](https://www.ticketfairy.com/embeds/posters/marketing-event-hire--copy-act.png) Copy one act's items to another act that asks for the same. ## Set It Up Step by Step - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Build a dressing-room shopping list from your event's artist riders](https://www.ticketfairy.com/guides/build-a-dressing-room-shopping-list-from-artist-riders) ## Questions About Dressing Rooms and Rider Shopping ### Dressing rooms #### Who can plan dressing rooms and the shopping list? The event's owners, admins and producers, from Run of show and Hire and shopping on the event's Operations page. If either is not in the list of sections, open it from More sections. #### How long does Fai book each room for? From two hours before a performer's set until an hour after it. Fai needs set times on the schedule, and she lists anyone she could not place, so you can add a room or change a booking for them. #### Does Fai move bookings I made myself? No. Fai only suggests rooms for performers without one, and skips anything taken between her suggestion and your save. #### How long can one booking last? Up to 36 hours. An end time earlier than the start runs into the next morning. #### What happens to bookings if I remove a room? They are removed with the room. The confirmation says how many bookings the room has on that day first. #### Where does the shopping list get its items? From the hospitality riders in Advancing and your standard packages. Acts need set times so each item goes on the right day. #### Why is an item counted for every day an act plays? Things on a shopping list get used up, so every day's amount is added together rather than reused, unlike hired backline. #### How far from the event can build and break days be? Up to 14 days before or after the event. Ticking the usual cues adds load-in at 08:00, rig at 10:00 and sound check at 15:00 to a build day, or de-rig at 09:00 and load-out at 13:00 to a break day, and you can move them like any cue. #### Can Fai work on the shopping list for me? Yes. Ask Fai what to buy for a day, or to add, change or take off an item, and she shows you each change and waits for your yes. Packages and copying an act's items are set up in the dashboard. ## Explore More of the Event Operating System - [Artist advancing Advances their own team fills in, answers Fai finds in tour books and replies, allowances from the offer, one travel party list and rider checklists for every act. Artists & line-up](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing) - [Hire, kit & suppliers Riders fill one backline and production hire list, suppliers confirm and quote on their own page, your crew counts deliveries in and out, and a kit desk tracks every radio and piece of kit. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) - [Run of show Build the run of show from Fai's draft, catch clashes and late finishes, call every cue live, catch a late stage up in one step and give every team its own day sheet, backstage TV and calendar. Show day](https://www.ticketfairy.com/event-operating-system/show-day/run-of-show-and-show-calling) - [Schedule & stages Every stage's day on a timeline, build and break days on the run of show, running-order checks with fixes, stage specs and changeovers from every rider, and a stream of the sets you have rights to. Production & technical](https://www.ticketfairy.com/event-operating-system/production-and-technical/production-schedule-and-stages) [Back to **Site & logistics**](https://www.ticketfairy.com/event-operating-system/site-and-logistics) [Previous **Hire, kit & suppliers**](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) Ticket Fairy selengkapnya: [platform tiket untuk penyelenggara acara](https://www.ticketfairy.com/event-ticketing/), dengan fitur, harga, dan dukungan di balik halaman ini. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Pesan Panggilan Demo Lihat model referral yang rata-rata mendorong 20% lebih banyak penjualan tiket, ketahui kampanye mana yang menjual tiket, jawab pembeli lebih cepat, dan jaga antrean tetap bergerak. Berapa banyak tiket yang Anda jual per tahun? Panggilan Video 45 Menit Pilih Waktu yang Cocok untuk Anda The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)