--- title: "Book delivery times for your event and check vehicles in at the gate | Ticket Fairy Guides" description: "Set the times vehicles can arrive at each gate of your event and how many can come each time. Suppliers, contractors and other outside teams book a delivery on their own page and get a code for the gate, and on the day your gate team finds each vehicle by its code or number plate and checks it in and out." canonical: "https://www.ticketfairy.com/guides/book-delivery-times-and-check-vehicles-in-at-the-gate" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Book delivery times for your event and check vehicles in at the gate Site, suppliers and safety # Book delivery times for your event and check vehicles in at the gate Site and production managers at festivals and large venues juggle dozens of trucks, vans and suppliers in the build, and a queue at one gate holds up the whole event. When every team has a booked arrival time and a code the gate can check, vehicles arrive spread across the day, and you can see who is on site at any moment. Takes: 10 minutes [Watch the video: Book delivery times for your event and check vehicles in at the gate](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/book-delivery-times-and-check-vehicles-in-at-the-gate/b6839375d1af3890ac8e5c1fef0459df02cf04e975745fbea7056697b5252e5b/dfad78d5b3e820bc/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-book-delivery-times-and-check-vehicles-in-at-the-gate-dfad78d5b3e8.vtt) ***Watch how it's done** 3 min 51 s, with captions.* - [Open arrival times](#step-1) - [Add an arrival time](#step-2) - [Choose who can book it](#step-3) - [Tell drivers where to go](#step-4) - [A team's booking from its page](#step-5) - [Check the deliveries booked](#step-6) - [Open the gate on the day](#step-7) - [Find the vehicle](#step-8) - [Check the vehicle in](#step-9) - [Check the vehicle out](#step-10) ## Before you start - You are an owner, admin or producer on the event. Arrivals and parking shows drivers' names and phone numbers, so only those roles can open it. - The teams delivering are in the event's Outside teams section, each with the link to its own page. 1. ## Open arrival times [Play from here](#guide-video) Open the event, select **Operations**, select **Arrivals and parking** in the list of sections, then select **Arrival times**. **Note:** Each time shows its gate or area, who can book it and how many places are left. Your traders' load-in times are here too, because traders and outside teams book the same times. ![Arrival times for a festival, with each time at Gate B and the trader load-in, who can book it and how many places are booked](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--arrival-times.png) *Arrival times at each gate.* 2. ## Add an arrival time [Play from here](#guide-video) Select **Add an arrival time**, choose the **Day**, when it **Starts** and **Ends**, and enter how many vehicles can arrive in that time. **Note:** Times are in the event's own time, and a time that ends after midnight ends the next day. Up to 500 vehicles can book one time. ![Dialog to add an arrival time, with the day, start and end, the gate or area, how many vehicles, who can book it and what drivers need to know](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--add-arrival-time.png) *Add an arrival time.* 3. ## Choose who can book it [Play from here](#guide-video) Under **Who can book it**, choose who the time is for. - **Outside teams**: Suppliers, contractors and other outside teams book it on their page. Traders do not see it. - **Traders**: Only your traders book it, from their trader page. - **Traders and outside teams**: Both book from the same places. 4. ## Tell drivers where to go [Play from here](#guide-video) Optional: enter the **Gate or area (optional)** and **What drivers need to know (optional)**, then select **Add**. **Note:** Teams see both when they book, for example to use the north entrance and wear a hi-vis vest. ## A team's booking from its page [Play from here](#guide-video) The team opens its page with no sign-in and, under **Deliveries**, selects **Book** beside a time with places left. They enter the number plate, the vehicle, the delivery company, the driver's name and phone and what it brings. They get a reference code and a code the gate can scan. Until the vehicle arrives, they can change the details, select **Change time** or select **Cancel delivery**. **Note:** We email the team when a delivery is booked, moved, canceled or decided, and when you change its arrival time. If an approval rule covers the booking, their page shows it as waiting for approval until someone decides it. ![The Deliveries section of an outside team's page, with its booked deliveries, their reference codes and gate codes, and the arrival times it can still book](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--team-page.png) *What the team sees on its page.* 5. ## Check the deliveries booked [Play from here](#guide-video) Select **Deliveries**, then choose a **Day** or a **State**. **Note:** Each delivery shows the team, the arrival time, the vehicle and **Booked**, **Waiting for approval**, **Here** or another state. ![List of deliveries booked by outside teams, with each team, arrival time, vehicle and whether it is booked, here or waiting for approval](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--deliveries.png) *Every delivery booked.* 6. ## Open the gate on the day [Play from here](#guide-video) Select **Gate** on a phone or tablet at the gate, and choose the **Day** if it is not today. **Note:** The top shows how many vehicles are expected, here, gone, late, did not arrive and are waiting for approval. Below, every vehicle sits under its arrival time. ![Gate for a festival build day, with the counts of vehicles expected, here and gone, the lookup by reference or number plate, and each vehicle with Check in or Check out](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--gate.png) *The gate on the day.* 7. ## Find the vehicle [Play from here](#guide-video) Enter the code from the driver or their number plate in **Reference or number plate**, then select **Find**. **Note:** The lookup finds a vehicle booked for any day. We keep a note each time someone opens the gate or looks up a vehicle, because both show drivers' details. 8. ## Check the vehicle in [Play from here](#guide-video) Select **Check in** beside the vehicle. **Note:** If the vehicle is booked for another day, we ask why you're letting it in today before you select **Check in anyway**. Select **Undo** in the message that appears if you pressed the wrong one. 9. ## Check the vehicle out [Play from here](#guide-video) When it leaves, select **Check out** beside the vehicle. **Note:** It then counts as gone. Select Undo to put it back as here. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai reads your arrival times, the deliveries booked and the day at the gate, adds or changes an arrival time, books, moves or cancels a delivery for a team, and checks a vehicle in or out or marks it as not arrived. She shows you each change first and waits for your yes, and she only emails the team when you say so. ### In your dashboard, with Fai ``` Add an arrival time at Gate B on Friday 2 October from 8 to 11 for 6 vehicles from outside teams at , then tell me who has booked so far ``` ## Book a delivery for a team [Play from here](#guide-video) 1. ### Book it In **Deliveries**, select **Book a delivery**, choose the **Team** and the **Arrival time**, enter the vehicle details, then select **Book**. **Note:** Tick **Email the team** to send them the booking and its code. You can book a time meant for traders only, which a team cannot choose on its page. ![Dialog to book a delivery for an outside team, with the team, the arrival time, the number plate, vehicle, driver and what it brings](https://www.ticketfairy.com/embeds/posters/marketing-event-arrivals--book-a-delivery.png) *Book a delivery for a team.* Fai books a delivery for a team with the time and vehicle you give, after you confirm, and emails the team only if you ask. ### In your dashboard, with Fai ``` Book Northern Staging a delivery at Gate B on Friday morning for their 7.5 tonne truck, plate AB12 CDE, and email them ``` ## Move or cancel a delivery [Play from here](#guide-video) 1. ### Move or cancel it In **Deliveries**, select **Move** or **Cancel** beside the delivery, then confirm. **Note:** When you cancel, its place on the arrival time opens up again. You can't move or cancel a delivery that has arrived. Fai moves or cancels a delivery that has not arrived, after you confirm. ### In your dashboard, with Fai ``` Move Northern Staging's delivery K7QX at to the afternoon time at Gate B ``` ## Mark a vehicle as not arrived [Play from here](#guide-video) 1. ### Mark it After its arrival time has ended, select **Did not arrive** beside the vehicle on the gate. **Note:** If it turns up later, check it in as usual. Select Undo to put it back as booked. Fai marks a vehicle as not arrived once its arrival time has ended, after you confirm. ### In your dashboard, with Fai ``` Mark delivery K7QX at as not arrived ``` ## Questions you might have **Does the outside team or the driver need a Ticket Fairy account?** No. The team books on its page with no sign-in, and the driver shows the code from the booking at the gate. **What happens when an arrival time is full?** It shows as full and teams can no longer book it. Give it more places, or add another time. **Can two teams take the last place at the same time?** No. The last place goes to one booking, and the other team sees that the time is full. **Why can't I approve a delivery at the gate?** An approval rule covers it, and only the people named on the rule see **Approve** and **Decline** beside it. Until someone approves it, it has no code the gate can check in. **Can I change an arrival time after teams have booked it?** Yes. The dialog offers to email the teams booked at that time about the change. You can't give it fewer places than are already booked. **Are car parks and parking permits here?** No. Arrivals and parking is for booking arrival times at your gates. Give crew and guests parking on their passes in Accreditation. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [Work out the backline and production to hire for your event](https://www.ticketfairy.com/guides/work-out-the-backline-and-production-to-hire-for-your-event) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. 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