---
title: "Artist Travel, Hotel Room Blocks and Ground Transport"
description: "Get every act and crew member to the right hotel and the right stage on time, fill your hotel blocks before the release date and sell hotel rooms to your ticket buyers at checkout."
canonical: "https://www.ticketfairy.com/event-operating-system/travel-and-hotels"
---

# Artist Travel, Hotel Room Blocks and Ground Transport

1. [Event Operating System](https://www.ticketfairy.com/event-operating-system)
2. Travel & hotels

# Get Every Act Housed, Picked Up and On Stage on Time

Keep every flight, hotel stay and pickup for your acts and crew together. Hold rooms in hotel blocks and fill them as stays come in, sell rooms to your ticket buyers in your checkout, and plan each pickup with the right driver and vehicle. Hotels and drivers see the latest details on their own link.

  [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- Hotel blocks filled before the release date
- Rooms for ticket buyers sold at checkout
- Every pickup planned with a driver and a vehicle

   ![Ticket Fairy Event Operating System: Travel & hotels](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--planner.png)

## Fill Your Hotel Blocks and Give Empty Rooms Back in Time

Record the rooms each hotel holds for your acts and crew, night by night, with the rate in its own currency and the release date. As you give people their stays, the block counts the rooms filled each night and lists the acts still without a room. Before the release date, Fai suggests giving the empty rooms back or asking the hotel for more, and you can email the hotel which rooms go back.

- **Hotel blocks**: rooms held and filled, night by night
- **Release dates**: Fai suggests giving empty rooms back in time
- **Rooming lists**: a live link for each hotel

    ![Ticket Fairy Event Operating System: Fill Your Hotel Blocks and Give Empty Rooms Back in Time](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--block.png)

## Sell Hotel Rooms to Your Ticket Buyers at Checkout

Put the rooms a hotel holds for your event on sale in your checkout at the rate buyers pay, with the last day to book. You see the rooms booked and still for sale each night. A room a buyer booked is never taken away, and the day after the last day to book, the rooms nobody booked go back to the hotel and stop selling.

- **Rooms at checkout**: on your event page, your embedded checkout and the checkout API
- **Book by date**: buyers see the last day to book
- **Booked and for sale**: each night of the block

    ![Ticket Fairy Event Operating System: Sell Hotel Rooms to Your Ticket Buyers at Checkout](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--for-ticket-buyers.png)

## Get Every Artist From Their Hotel to the Stage on Time

Plan each airport and hotel pickup with a driver, a vehicle, a drive time and room for the bags. You see a warning before you save when a driver is booked twice or short of rest, or the vehicle is too small. When a flight is late, the pickup moves and Fai suggests a new plan for you to approve. Each driver opens their day on their phone without an account and marks each pickup done.

- **Drivers and vehicles**: passenger seats and room for bags
- **Clash warnings**: double bookings, rest and working hours
- **Late flights**: the pickup moves and Fai suggests a new plan

    ![Ticket Fairy Event Operating System: Get Every Artist From Their Hotel to the Stage on Time](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--plan-a-pickup.png)       [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration)

## Move and House Every Act and Crew Member

- ### Travel

  Track each flight leg, passport and visa progress and live flight times for your acts and crew.
- ### Hotels and stays

  Keep each person's hotel, room and nights, with room types and notes for the hotel.
- ### Hotel blocks

  Hold rooms night by night with the rate and release date, and see rooms filled and still empty.
- ### Rooms for ticket buyers

  Sell rooms from a hotel block in your checkout, and see the same blocks on your Accommodation page.
- ### Rooming lists

  Give each hotel a private link to its rooming list that updates itself and that you can turn off.
- ### Pickups and shuttles

  Plan each day's pickups with drivers and vehicles, and give each driver a link to tap Picked up and Dropped off.
- ### Travel party

  Each act's travel party from the advance sets the people on each pickup and in each room.
- ### Travel and hotels in an act's cost

  Each trip and stay counts in the act's all-in cost on their performer page.

  [Learn more](https://www.ticketfairy.com/event-operating-system/budget-and-costs)

## Book Hotels, Fill Your Blocks and Plan Pickups Step by Step

- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew)
- [Give your event's unused hotel rooms back before the release date](https://www.ticketfairy.com/guides/give-unused-hotel-rooms-back-before-the-release-date)
- [Sell hotel rooms to your ticket buyers from a hotel block](https://www.ticketfairy.com/guides/sell-hotel-rooms-to-your-ticket-buyers-from-a-hotel-block)
- [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers)
- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)

## Questions About Travel and Hotels

### Travel & hotels

#### What happens to rooms for ticket buyers that nobody booked?

The day after the last day to book, every room nobody booked goes back to the hotel and stops selling. Until then, a refunded room goes back on sale in the block.

#### Who can set up rooms for ticket buyers?

Owners and admins of the event, because the block sets what buyers pay at checkout. Producers can manage the hotel blocks for acts and crew.

#### Does a hotel block for acts and crew give rooms back by itself?

No. Once the release date passes, the block says so while rooms are still empty. Give them back, or agree a new date with the hotel and enter it.

#### Does the pickup planner look up drive times on a map?

No. You enter each drive time once, and the planner offers it again for the next pickup between the same places.

#### Do hotels and drivers need an account?

No. Each hotel opens its rooming list and each driver opens their pickups from a private link, and you can turn a link off at any time.

                [Previous **Artists & line-up**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up) [Next **Contracts & payments**](https://www.ticketfairy.com/event-operating-system/contracts-and-payments)

Ticket Fairy in full: [ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page.

## Ready to Build a Stronger Event Business?

Book a live demo and we will switch the Event Operating System on for your events and set up the first one 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

## Book a demo call

See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving.

                     How many tickets do you sell per year?                                45-Minute Video Call    Pick a Time That Works for You

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)