---
title: "Artist Hotel Blocks, Rooming Lists and Ground Transport"
description: "Fill hotel blocks for acts and crew, give hotels a live rooming list, plan every pickup with drivers and vehicles, and show each act their whole stay."
canonical: "https://www.ticketfairy.com/event-operating-system/travel-and-hotels/artist-travel-and-hotels"
---

# Artist Hotel Blocks, Rooming Lists and Ground Transport

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

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

Show week is a stream of changes. A hotel holds rooms you must fill or pay for, a handful of drivers face a day of flights, and every resent spreadsheet is out of date the moment it arrives. With Ticket Fairy, you record each hotel block the way the hotel agreed it and watch it fill as your acts and crew get their stays. Each hotel gets a rooming list that updates itself, each pickup is planned against the drivers, vehicles and rest rules you really have, and when a flight lands late Fai suggests a new plan for the day. Every act sees their whole stay, from the flight to the set, with what changed since they last looked.

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

- Hotel blocks filled and empty rooms given back in time
- Every pickup planned with clashes caught before you save
- Hotels, drivers and acts working from the latest plan

   ![Ticket Fairy pickups for a festival day, with each airport pickup's people, driver, vehicle and drive time, the warnings to check and a new plan from Fai after a late flight](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--planner.png)

## Record Each Hotel Block Exactly as the Hotel Agreed It

Your team works from the same deal the hotel signed. Add a block with its first and last night, the rooms the hotel holds each night and a different number on the nights that need it. Enter the room rate in the hotel's own currency, what the rate includes, the release date and the hotel contact, and name the block, such as Crew rooms, when one hotel holds more than one.

Deals with hotels change, and the block keeps up. Change the nights or the rooms on any night and see how many room nights you add or give back, with a reason your team reads in the block's history. When one hotel holds two blocks, choose which block counts a stay, and close a block once it is settled so its rooms stay as they are.

Before you have a hotel at all, ask Fai from a performer page for places to stay near your venue with their nightly rates, or for flight options with stops and estimated prices. You compare them and book the one you choose.

- **Rooms night by night**: the same number every night, or a different one on each
- **Rate in its own currency**: the hotel's rate, even when your tickets sell in another
- **History**: who changed the block, what changed and why
- **Close and reopen**: keep a settled block as it is until you reopen it

- [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)

   ![Ticket Fairy Add a hotel block dialog with the hotel, first and last night, rooms each night, room rate and currency, release date and the contact, name and notes](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--add-block.png)

## Watch Each Block Fill as Stays Come In

Nobody counts rooms by hand. When you give an act, a speaker, an athlete or a crew member a stay at the hotel with their dates, the block counts their rooms on every night it holds. Above the blocks, a list names every act that still needs a room, so the late additions are never the ones left without a bed.

A stay counts the rooms on the rooming list, else the rooms the act's travel party needs from their advance. Each night shows the rooms held, filled and left, and a night with more rooms filled than the hotel holds carries a warning, so you ask the hotel for more before anyone arrives to a full house.

With a rate on the block, you see what the filled rooms cost and what you would pay if the hotel charged every room it holds. A stay with no rate of its own counts at its block's rate in that act's all-in cost, so the hotel shows in the act's cost without a second spreadsheet.

- **Held, filled and left**: room nights across every block, and for each night of one
- **Acts still without a room**: from their travel party and the rooms their offer allows
- **Cost of the block**: the filled rooms and every room held, side by side

- [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)
- [See the all-in cost of each act on your event](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event)

   ![Ticket Fairy Hotel blocks for a festival, with the room nights held, filled and left to fill, two acts still needing a room, and a block at each of two hotels](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--blocks.png)

## Give Empty Rooms Back Before You Pay for Them

As the release date gets close, Fai compares the empty rooms with the acts still without one. She suggests giving the spare rooms back while keeping enough for those acts, or drafts an email asking the hotel for more when your acts need them, and nothing goes until a teammate approves it on the event's Today page.

Give rooms back yourself with two choices: every empty room, or night by night with the rooms you want to keep. Email the hotel which rooms go back from the same dialog, and the reason and the email stay in the block's history. A room an act or crew member is in is never given back. Next year, copy the blocks into the new event with their dates moved.

- **Fai's reminder**: give rooms back or ask for more, waiting on Today for your yes
- **Days to the release date**: counted down on every block with empty rooms
- **Hotel told by email**: which rooms go back, sent from the same dialog

- [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)
- [Start Every Day Knowing What Needs You and Who Is Doing What](https://www.ticketfairy.com/event-operating-system/planning/event-today-and-tasks)

   ![Ticket Fairy dialog to give rooms back to Hotel Lumen, with every empty room chosen, 3 rooms kept each night, the reason and the box to email the hotel](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--give-rooms-back.png)

## Give Each Hotel a Rooming List That Updates Itself

The rooming list fills in from the hotel and dates you give each performer and crew member, so there is nothing to retype. Add the room type, the number of rooms and a note for the hotel, such as a late arrival, an accessible room or a cot, then send the hotel one private link and never resend a spreadsheet.

The hotel opens the link with no account and sees names, arrival and departure dates, room types and your notes, refreshed every minute, still readable if the connection drops and ready to print. Show phone numbers and emails only when the hotel needs them, see how often each link was opened and turn a link off at any time.

For the team at base, send the rooming list or the day's pickups by email every day or every week as a download, so the production office has a copy without asking.

- **Room details**: Single, Double, Twin, Suite or a room type of your own
- **Share with the hotel**: a private link with no sign-in
- **Opened and turned off**: how often each link was opened, and Turn off when you need it
- **Send regularly**: the rooming list or the pickups by email on a schedule

- [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)
- [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule)

   ![Ticket Fairy rooming list page a hotel opens from the link, with each guest's arrival, departure, nights and room](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--hotel-page.png)

## Plan Each Pickup With the Clashes Caught Before You Save

Plan with the people and vehicles you really have: crew and volunteers from your team by name, a hired driver with a phone number, and each van and car with its passenger seats and the large bags that fit. Pickups come from the flights and trains in Travel, with the number of people taken from the act's travel party, and you give each one a driver, a vehicle, a drive time and the bags.

The planner checks the plan before you save it. It names a driver or vehicle on two trips at once, a driver with a shift at the same time, a driver with too little rest or too long a day under your rota rules, and more people or bags than the vehicle takes. You fix it, or plan anyway when you know better, and every warning for the day waits under Pickups to check.

Drive times are remembered, so the next pickup between the same airport and hotel offers the time you entered last. A sports event moves its teams, a conference its speakers and a festival its acts, all from the same list of drivers and vehicles.

- **Drivers from your team**: crew and volunteers by name, with their shifts checked
- **Seats and bag room**: for every van, car and minibus
- **Check this before you save**: every clash named, with the choice to plan anyway
- **Drive times remembered**: offered again between the same places

- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)
- [Advance Every Act Without Chasing Email Threads](https://www.ticketfairy.com/event-operating-system/artists-and-line-up/artist-advancing)

   ![Ticket Fairy dialog to plan an airport pickup, with the driver, vehicle, pickup time, drive time and bags, and the warnings to check before saving](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--plan-a-pickup.png)

## Re-Plan the Whole Day When a Flight Lands Late

A late flight no longer means an afternoon of phone calls. A tracked flight moves its pickup by itself, or you enter how late it is. When a planned pickup moves far enough to matter, Fai checks the driver's day and suggests a new plan, keeping the same driver when they are free or choosing the least busy free driver and a vehicle that fits.

The new plan waits under New plans from Fai and on the event's Today page, already checked against the same seats, bags, rest and working-hours rules as a plan you make yourself. Drivers with a phone number get a text only when you approve it, so nobody hears about a change you have not agreed.

- **Flight is late**: the pickup moves with the landing time
- **New plans from Fai**: a checked plan for the rest of the driver's day
- **Approve and text the drivers**: nobody is texted until you say yes

    ![Ticket Fairy dialog for a late flight, with how many minutes late and the new pickup time](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--flight-is-late.png)

## Run Shuttles and Give Every Driver Their Day on Their Phone

Move a crowd of crew and performers on a timetable everyone can rely on. Add a shuttle with its route, its days, the first and last departure and how often it leaves, then its seats, vehicle and driver, and whether it runs back after each trip. Every run appears with the day's pickups.

Each driver opens one private link with no account and sees only their own pickups and shuttle runs: how many they have, when the first one is, and each pickup's passengers, bags, vehicle and drop-off address, with any time that moved marked. Show travellers' phone numbers on the link only when the driver needs them.

Drivers tap Picked up and Dropped off as they go, with Undo after a mistake. Every tap updates the pickup in Travel and the show day arrivals, so you know where each act is without ringing anyone.

- **Shuttle timetable**: first and last departure and how often it leaves
- **Driver's day**: only their own pickups and shuttle runs
- **Picked up and Dropped off**: one tap each, with Undo after a mistake

    ![Ticket Fairy page a driver opens on their phone, with the day's pickups, the passengers, bags, vehicle and drop-off address for each, and Picked up and Dropped off buttons](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--driver-day.png)

## Show Each Act Their Whole Stay and What Changed

Give every act one itinerary in place of a trail of separate emails. Their whole stay lists the flights, the pickup, the hotel nights and every call from load-in and soundcheck to their set, in order and in the event's local time. It sits on the act's day sheet, so your artist liaison team and the tour manager read the same plan.

One missed change strands an act at the airport. Each time the act opens their day sheet link, the list they saw is kept, so their whole stay marks what was added, removed or moved since, with the old and new times. Your team sees the same count of changes the act has not seen yet, and Fai tells you what changed for any act when you ask.

A flight from another time zone shows when it lands at your event, so nobody does time zone sums at the arrivals hall.

- **Whole stay**: travel, hotel and calls in order
- **Event's local time**: a flight from another time zone shows when it lands here
- **Changed since you last looked**: added, removed and moved, with old and new times

- [Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed)
- [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)

   ![Ticket Fairy whole stay on an act's day sheet link, saying their pickup changed since they last looked](https://www.ticketfairy.com/embeds/posters/marketing-event-small-items--whole-stay-for-the-act.png)

## How Event Teams Move and House Their Acts

- ### A Three-Day Festival

  Two hotels hold blocks for forty acts and their crews. Ten days before the release date, Fai suggests giving back six room nights while keeping rooms for the two acts still to confirm, and the team approves it with the hotel email in the same step.
- ### A Headliner on a Late Flight

  The flight lands ninety minutes late. The pickup moves with it, Fai suggests giving the next airport run to a free driver with a bigger van, and the drivers get their texts once the artist liaison approves.
- ### A Conference With Speakers

  Speakers arrive across two days at two airports. Shuttles run between the hotel and the venue every half hour, and the hotel works from a rooming list link that updates as speakers are added.
- ### A Sports Tournament

  Each team travels with its own party size and kit bags. The planner refuses a minibus that is too small before anyone saves, and each driver follows their own day on their phone.
- ### A Touring Act on a One-Day Stop

  The tour manager opens the day sheet link and sees the soundcheck moved earlier since they last looked. The band arrives on time without a phone call.

    [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 drivers and vehicles for an event, with crew, a volunteer and a hired driver, and each van and car with its seats and room for bags](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--drivers-and-vehicles.png) Plan with the drivers and vehicles you really have, from crew to hired drivers.
- ![Ticket Fairy Add a shuttle dialog with the route, first and last day, first and last departure and how often it leaves](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--add-shuttle.png) Run shuttles between the hotel and the site on a timetable.
- ![Ticket Fairy dialog to share a hotel's rooming list, saying what the hotel sees, with the choice to show contact details](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--share-rooming-list.png) Choose what the hotel sees before you share the rooming list.
- ![Ticket Fairy hotel block at Hotel Lumen after five room nights went back, with the rooms given back so far and the reason and hotel email in its history](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--given-back.png) Every room given back stays in the block's history with the reason.
- ![Ticket Fairy whole stay of an act, with flights, pickup, hotel, load-in, soundcheck and set, and one change since the act last opened their day sheet link](https://www.ticketfairy.com/embeds/posters/marketing-event-small-items--whole-stay-for-the-team.png) Your team sees the changes an act has not seen yet.

## Set It Up 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)
- [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)
- [Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed)
- [Set each performer's guest list, hotel and meal allowances for your event](https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party)

## Questions About Artist Travel and Hotels

### Artist travel & hotels

#### Who can manage hotel blocks, rooming lists and pickups?

Owners, admins and producers on the event, from Accommodation and Travel on its Operations page. Only owners and admins can put phone numbers and emails on a link. Fai can make the same changes when you ask, and she shows you each one and waits for your yes.

#### What happens on a hotel block's release date?

Nothing changes by itself in a block for acts and crew. While rooms are still empty, the block says the release date has passed. Give the empty rooms back, or agree a new date with the hotel and enter it. Fai suggests giving rooms back in the 14 days before the release date.

#### How long can one hotel block be?

A block covers up to 60 nights, with 0 to 999 rooms on each night. For a longer stay, add a second block for the rest.

#### Why is someone not counted in the block?

Their stay has no arrival date yet, their nights are outside the block's dates, or they stay at another hotel. A stay counts the rooms on the rooming list, else the rooms their travel party needs, else one room.

#### Does Fai book the hotel or the flights?

No. From a performer page Fai can find places to stay near your venue with nightly rates, and flight options with stops and estimated prices, for you to compare. You book the one you choose.

#### Does the 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. With none entered, the checks count 60 minutes. Drive times from 1 to 720 minutes and up to 200 bags are accepted on a pickup, and a shuttle can run for up to 31 days.

#### When does Fai suggest a new pickup plan?

When a planned pickup moves by 15 minutes or more. The rest and working-hours rules come from the rota rules in Shifts, and a hired driver has no shifts to check.

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

No. Each opens their page from a private link with no sign-in. The link is shown once, so copy it before you close the dialog. A rooming list link works for 14 days unless you choose another length, up to 60 days.

#### What if two of us change the same block or pickup at once?

The second save does not overwrite the first. The latest version shows, what you entered stays in the form, and you save your change again on top of it.

#### What if the act has not opened their day sheet link yet?

The whole stay says the act has not opened their link yet, and everything shows as it is now. An email you sent is not counted as seen.

## Explore More of the Event Operating System

- [Rooms for ticket buyers Sell the rooms a hotel holds for your event at checkout with the ticket, see each night booked and for sale, and give unsold rooms back on time. Travel & hotels](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/hotel-rooms-for-buyers)
- [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)
- [Budget & act costs One shared event budget with planned against recorded costs, committed supplier spend, suggested totals from your own records and the all-in cost of every act. Budget & costs](https://www.ticketfairy.com/event-operating-system/budget-and-costs/event-budget-and-artist-costs)
- [Rota & hours Plan shifts by team and hour, fill gaps with offers to people who fit, find drop-outs the day before, check your crew in and approve the hours they worked. Crew & volunteers](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts)

       [Back to **Travel & hotels**](https://www.ticketfairy.com/event-operating-system/travel-and-hotels) [Next **Rooms for ticket buyers**](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/hotel-rooms-for-buyers)

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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)