---
title: "Book hotels and flights for your event team | Ticket Fairy Guides"
description: "Search near your event venue, choose a hotel room or flight fare, enter who is traveling and hold the price. Then review the total, pay securely and share the trip. Your team can see every booking and its history afterwards."
canonical: "https://www.ticketfairy.com/guides/book-hotels-and-flights-for-your-event-team"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Book hotels and flights for your event team

Running the production

# Book hotels and flights for your event team

Your event's Travel page takes you through five steps: Search, choose a hotel or flight, Travelers, Review and pay, and Done. The held total, booking confirmation and history give your team a record of each trip.

Search near your event venue, choose a hotel room or flight fare, enter who is traveling and hold the price. Then review the total, pay securely and share the trip. Your team can see every booking and its history afterwards.

For:  Booking a hotel or flight for someone working at your event

Takes:  8 minutes

- [Open Travel](#step-1)
- [Search for a hotel](#step-2)
- [Search for a flight](#step-3)
- [Choose a hotel and room](#step-4)
- [Choose a flight and fare](#step-5)
- [Enter who the trip is for](#step-6)
- [Enter the travelers](#step-7)
- [Enter the booking contact](#step-8)
- [Hold the price](#step-9)
- [Review and pay](#step-10)
- [Check the payment](#step-11)
- [Share the confirmed trip](#step-12)

## Before you start

- You are an owner, administrator or producer on the event, or have support administrator access. Other permitted support readers can see bookings and history.
- Have each traveler's name and travel dates, and the booking contact's email address and phone number with country code. For flights, also have each traveler's date of birth.

1. ## Open Travel

   Open your event and select **Travel**, then **Hotels** or **Flights**. The steps at the top show where you are: Search, choose a hotel or flight, Travelers, Review and pay, and Done.
          ![Find a hotel for your event team](https://www.ticketfairy.com/embeds/posters/organisation-travel--booking.png)    Search near your event venue for your event team.
2. ## Search for a hotel

   **Where to stay** starts near your event venue and shows Near with the venue name. To stay somewhere else, enter a city, hotel or address. Select **Arrive the day before** or **Event dates only**, or choose your own dates in **Check-in and check-out**. In **Guests and rooms**, set the adults and children for each room and each child's age. Then select **Search**.

   **Note:** **Currency, nationality and search distance** changes the search currency, the travelers' nationality and how far from the venue to search.
3. ## Search for a flight

   Choose **Return** or **One way**. Enter the **Departure airport** and **Arrival airport**. Select **Arrive the day before** or **Arrive on the day**, or choose your own dates in **Departure and return**. Set **Travelers and cabin**, then select **Search**.

   **Note:** **Currency** changes the search currency.
4. ## Choose a hotel and room

   Compare the hotels by price, guest score and distance from the venue. **Show hotels as** switches between **List** and **Map**. Select **See rooms** to open the hotel details. Read **What guests say**, the facilities and check-in times. In **Choose your room**, compare every room and rate, including meals and when free cancellation ends. Then select the price button of the room you want.

   **Note:** Before you choose, read **Security deposit** and **Important information from the hotel** when the hotel gives them.
          ![Hotel details and rooms](https://www.ticketfairy.com/embeds/posters/organisation-travel--hotel-details.png)    Read about the hotel and compare its rooms before you choose.
5. ## Choose a flight and fare

   Compare flights in **Best**, **Cheapest** or **Fastest**. Each flight shows its stops, travel time, bags and whether it arrives before the event starts. Select **Flight details** to see each connection. When a flight has more than one fare, select its fares button and compare refunds, changes and bags in **Choose a fare**. Then select the price button of the flight or fare you want.
          ![Flight fares](https://www.ticketfairy.com/embeds/posters/organisation-travel--flight-fares.png)    Compare the fares of a flight before you choose.
6. ## Enter who the trip is for

   In **About this trip**, enter **Who is this trip for?** or select **Staff**, **Crew** or **Artists**. Add **Notes for your team** if needed. Only your team sees these notes.
          ![Travelers step](https://www.ticketfairy.com/embeds/posters/organisation-travel--travellers.png)    Enter who the trip is for, the travelers and the booking contact.
7. ## Enter the travelers

   For a hotel, enter a lead guest for each room in **Guests**. For a flight, enter each traveler and their date of birth in **Traveler details**. Enter names exactly as shown on each traveler's identity document.

   **Note:** For a hotel, **Bed preference (optional)** appears when the room offers a choice of beds. For a flight, **Travel document and frequent flyer details** holds passport and frequent flyer numbers.
8. ## Enter the booking contact

   In **Booking contact**, enter the contact's name, email address and **Phone number** with its country code. The hotel or airline uses this phone number to reach the contact. **More booking options** takes a voucher code.
9. ## Hold the price

   Check **Your trip** beside the form, then select **Hold price and review**. To pick something else first, select **Change room**, **Change flight** or **Back to results**. Your traveler details stay in the form.
10. ## Review and pay

    In **Review and pay**, check the held total, **Price breakdown** and cancellation terms. For a flight, you can add **Seats and bags** first and select **Add selected seats and bags**. Select the box that accepts the total and booking terms, then select **Continue to secure payment**. Enter the card in the payment form and select **Pay and book**.
           ![Review and pay](https://www.ticketfairy.com/embeds/posters/organisation-travel--review.png)    Check the held total and cancellation terms before you pay.
11. ## Check the payment

    After you pay, the page checks the payment and updates by itself. To check straight away, select **Check now**. If the page says your payment has not gone through, accept the total again and select **Continue to secure payment**.
12. ## Share the confirmed trip

    **Your trip is booked** shows the **Booking reference** and, for flights, the airline booking reference when available. Select **Add to calendar** or **Email trip details** to share it. For a hotel, **Get directions** opens a map to the hotel.
           ![Your trip is booked](https://www.ticketfairy.com/embeds/posters/organisation-travel--confirmed.png)    Share the confirmed trip with your traveler.

## Try these steps on your own event

Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call.

    Your email address    [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

No setup fees. No required monthly ticketing fee. No credit card required.

## Or have it done for you

Fai can search near your venue, compare every room of a hotel or every fare of a flight, enter traveler details and a bed preference, and hold a price. She explains what guests say, the hotel's important information and any security deposit. She shows you the exact booking or change for approval, then opens your booking for secure payment. Card details stay with you.

### In your dashboard, with Fai

Find a hotel near \<EVENT NAME\> for two crew members arriving the day before. Show me the rooms, what guests say, the total and cancellation terms before holding a price.

## Let Fai do it for you

Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above.

   [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

No setup fees. No required monthly ticketing fee. No credit card required.

## Find a booking and see what changed

1. ### Find the trip

   Open **Travel**, then **Bookings**. Find the trip in the Hotels or Flights section. **Guest** shows the lead traveler and how many others travel, and **Booked** shows when it was booked.
          ![Event team travel bookings](https://www.ticketfairy.com/embeds/posters/organisation-travel--event-bookings.png)    Find hotel and flight bookings for your team.
2. ### Find confirmed trips

   In **Show bookings**, choose **Booking confirmed** to show confirmed trips. Choose **All team bookings** to include pending and canceled trips.
3. ### Read its history

   Select **View booking**. The booking names the teammate who booked it. Read the confirmation, travelers and **Booking history**. **Seats and bags history** shows the actor, selected extra and previous and updated totals.
4. ### Read earlier records

   In a booking, select **Load more history** for earlier changes. To find earlier trips, return to **Bookings** and select **Load more bookings** in Hotels or Flights. **Price breakdown** includes the available voucher and fee details.

Fai reads your team bookings with the lead traveler and who booked each one, and explains who changed a booking and how the total changed.

### In your dashboard, with Fai

Show the booking and seats and bags history for \<BOOKING\> on \<EVENT NAME\>.

## Correct the hotel booking contact

1. ### Edit the reservation contact

   Open your confirmed or completed hotel booking. In **Hotel booking contact**, select **Edit hotel booking contact**. Enter the first name, last name, email address, optional phone number and any **Notes for this change (optional)**.

   **Note:** Teammates who did not book the stay see the current contact without the edit action.
          ![Review the hotel reservation contact](https://www.ticketfairy.com/embeds/posters/organisation-travel--hotel-contact.png)    The original booker keeps ownership and receives booking updates.
2. ### Review and confirm the exact change

   Select **Review contact change**. Compare **Current contact** with **Requested contact**, then select **Confirm contact change**. **Back to editing** lets you correct the request before confirming.
3. ### Check the outcome

   Select **Check change** for the current outcome. A requested or pending change has not yet updated the contact. If the response is uncertain, select **Retry the same change**; keep that request until its outcome is known.

Fai reads the current hotel contact, shows your exact correction for approval and checks the outcome of the same request.

### In your dashboard, with Fai

Show the current hotel booking contact for \<BOOKING\> and help me correct its email address.

## Review and cancel a booking

1. ### Read the cancellation estimate

   Open your booking and select **Review cancellation** to read the current terms, charges and any estimated refund.
2. ### Confirm your decision

   If you accept the result, select **Confirm cancellation**. The booking retains its cancellation confirmation, refund status and history.

Fai reads the current cancellation estimate and waits for your approval of that quote before requesting cancellation.

### In your dashboard, with Fai

Review cancellation of \<BOOKING\> on \<EVENT NAME\>. Show charges and the possible refund before I decide.

## Report your event travel costs

1. ### Choose the report

   Open **Travel**, then **Bookings**, and find **Event travel costs**.
          ![Event travel costs report](https://www.ticketfairy.com/embeds/posters/travel-reports--purchases.png)    Review booked costs, held prices and recorded refunds in each currency.
2. ### Choose dates and bookings

   Choose the dates and Hotels, Flights or Activities to include, or leave the dates empty for all history.
3. ### Prepare your report

   Select **Prepare report**. The report shows its progress while it is being prepared.
4. ### Download your report

   When the report is ready, review the recorded costs and select **Download report**.

Fai prepares your event travel cost report after you approve the filters, checks its status and helps you download or cancel it.

### In your dashboard, with Fai

Prepare an event travel costs report for \<EVENT NAME\> from \<START DATE\> through \<END DATE\>. Show me the filters before starting.

## Questions you might have

Where can I find my tickets and travel together?:  Sign in to the account you used to book, open My Tickets and select Your trips. Open an event to see its ticket orders, room-block stays, hotels, flights and activities. Hotels booked from a venue page appear separately when there is no event. Open a booking for current details or select Manage booking to continue in its booking page. For a team purchase, the original booker also needs current event access. Each section has its own Next page link when needed. Turning off new sales does not hide your purchases. For a guest booking, open the latest booking email and select Open your booking. You can view available documents and review cancellation terms before confirming. A new email replaces earlier links, and each link lasts 30 days. To add guest bookings to your account, open Your trips, select Find my guest bookings and prove your current email with the emailed code. Existing owned trips do not need this extra step.

What do travel cost totals include?:  Your report includes travel purchased by your team for this event. Public visitor bookings are separate. Booked costs, held prices and booking requests appear separately; booked cost does not mean a payment has settled. Each currency has its own totals, and unknown prices are identified. Recorded refunds do not prove that money has reached your payment method. The report shows the period when its records were collected.

How do I recover or reopen a report?:  If the request was interrupted, select Retry the same request to recover it with the same filters. Check status continues the same report. If cancellation could not be confirmed, check the status or retry cancellation. A completed report stays available for 30 days; only you can download it, and you still need event access. For a failed, canceled or expired report, select Prepare another report.

Who receives the booking confirmation email?:  The signed-in person who made the booking receives the confirmation email after the booking is confirmed. A different billing contact or traveler does not receive this email. Open the booking link in the email and sign in to that same account to see the latest details, even if new bookings have been turned off. For a team booking, you also need current access to the event. Cancellation and verified booking updates use the same recipient. A canceled booking does not mean that a refund has reached your bank account; the booking shows known amounts and whether the refund is still being confirmed.

Can I choose the currency I pay in?:  Choose a currency before searching. Your browser remembers your choice; otherwise your local currency is preferred when available, followed by the event currency. Availability depends on the stay, flight or activity. Review the actual currency and total when you hold the price and before payment. Changing the search currency does not convert an existing booking or its refund.

Can another teammate pay or change my booking?:  Permitted teammates can see its details, its hotel booking contact and its history. The person who originally booked completes payment, adds seats or bags, checks payment, changes the hotel booking contact and requests cancellation. The booking contact and traveler can be different people.

What is a security deposit, and what is the hotel's important information?:  A security deposit is money the hotel holds on a card when the guest arrives, usually released after check-out. It is not part of the total you pay when booking. Important information from the hotel is what the hotel asks guests to know, such as check-in rules or identity it needs. Share both with your travelers before they arrive. Both appear in the hotel details and on the booking when the hotel gives them.

Will the hotel give us the beds we chose?:  The hotel tries to give you your bed preference but cannot promise it. Special requests work the same way. The hotel decides at check-in.

Why do I need the booking contact's phone number?:  The hotel or airline uses it to reach the booking contact about the stay or journey, for example a late arrival or a schedule change. Enter it with the country code.

What if my hotel contact change is still being checked?:  Select **Check change** to check the same request. If the booking asks you to contact support, keep its booking reference and select **Support** when available. Do not submit another change until the current request has an outcome.

What if a request does not finish?:  If the page offers **Retry the same price request**, **Retry the same seats and bags request** or **Retry the same cancellation request**, use that action. It recovers the existing request and keeps your traveler details on the current page. If you reopen a booking that says its price has not been held, select **Search again** to find an available trip. No payment has started for that waiting request. After payment, check the same booking before trying to book or pay again. If a held price expires or is definitively refused, search again for current availability.

Will cancellation refund the full amount?:  Read the current quote before confirming. Charges and refund destination depend on the booking. A flight refund estimate is a potential maximum; the final amount may be lower or zero. A refund is confirmed only when the booking service confirms it. Cancellation cannot be undone by deleting its history.

What if my cancellation is declined or its quote changes?:  Your booking has not been canceled. The booking explains whether cancellation was declined, the quote expired or cancellation charges changed. Select **Review cancellation**, review the new quote and confirm only if you accept it. If a newer request has an uncertain response, use **Retry the same cancellation request** to continue that request instead.

Do public event-site travel settings apply here?:  These team bookings are separate from the public hotel and flight offers on your event site. Team bookings use zero organizer markup. Public offer settings do not activate or deactivate this workspace.

Why is a type of booking unavailable?:  Hotel and flight supply must be available for your event. Contact support if account setup or booking access needs help. A saved public travel preference does not make unavailable supply available. You can still open your existing bookings and use their permitted management actions when new bookings are unavailable.

Is this the same as holding a block of hotel rooms?:  A team booking buys a particular stay or journey. Use [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) for rooms you have agreed directly with a hotel, and keep pickup planning in your event operations.

## 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 required monthly ticketing fee. No credit card required.

## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
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- [Find the crew and volunteers who work your events](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events)
- [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts)
- [Let event staff work a desk from their phone with a desk link](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone)
- [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)
- [Collect crew certificates and licenses before they work an event shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift)
- [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event)
- [Plan crew meal times and food needs for your event](https://www.ticketfairy.com/guides/plan-crew-meal-times-and-food-needs-for-your-event)
- [Charge outside teams for the crew meals they eat at your event](https://www.ticketfairy.com/guides/charge-outside-teams-for-their-crew-meals)
- [Check in attendees and print name badges at your event registration desk](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration)
- [Set up a self-service check-in kiosk for your event](https://www.ticketfairy.com/guides/set-up-a-self-service-check-in-kiosk-for-your-event)
- [Approve the hours your event crew and volunteers worked](https://www.ticketfairy.com/guides/approve-the-hours-your-crew-and-volunteers-worked)
- [Let department leads approve their team's hours at your event](https://www.ticketfairy.com/guides/let-department-leads-approve-their-teams-hours)
- [Let ticket holders pick the conference sessions they attend](https://www.ticketfairy.com/guides/let-ticket-holders-pick-the-sessions-they-attend)
- [Scan delegates into event sessions at the door and see who came](https://www.ticketfairy.com/guides/scan-ticket-holders-into-sessions-and-see-who-came)
- [Set pitch rules and let Fai plan your trader pitches at your event](https://www.ticketfairy.com/guides/set-pitch-rules-and-let-fai-plan-your-trader-pitches)
- [Share a private event site map with emergency services and suppliers](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers)
- [Handle trader requests to move pitch at your event](https://www.ticketfairy.com/guides/handle-trader-requests-to-move-pitch)
- [Show now and next on screens backstage and at the side of the stage](https://www.ticketfairy.com/guides/show-now-and-next-on-backstage-screens)
- [Add your run of show to your team's calendars](https://www.ticketfairy.com/guides/add-your-run-of-show-to-your-teams-calendars)
- [Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed)
- [See which event pass holders have arrived and send a pass again](https://www.ticketfairy.com/guides/see-which-pass-holders-have-arrived-and-send-a-pass-again)
- [See why tickets and passes were refused at the door](https://www.ticketfairy.com/guides/see-why-tickets-and-passes-were-refused-at-the-door)
- [Add shifts to your event rota from a spreadsheet](https://www.ticketfairy.com/guides/add-shifts-to-your-event-rota-from-a-spreadsheet)
- [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams)
- [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. You do not need to book a sales call.

  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## Sell tickets with Ticket Fairy

Everything in these guides is in your dashboard from the day you sign up.

- Set up your event in minutes
- Free events are free
- Fai, your co-pilot, is built in

 [Create a free account](https://manage.ticketfairy.com/welcome)

No setup fees. No required monthly ticketing fee. No credit card required.

## See it on a call

Book a demo and we will show you how Ticket Fairy handles your kind of event.

 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)

### Tips for selling more tickets

Practical advice from working organizers, and every new guide as it is published.

We respect your privacy. Unsubscribe anytime.

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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)