--- title: "Keep track of where your event's artists and crew are staying | Ticket Fairy Guides" description: "Record each hotel, apartment or house you have booked for your event, assign every artist and crew member to one, and see who still has no room." canonical: "https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Keep track of where your event's artists and crew are staying Hotels and travel # Keep track of where your event's artists and crew are staying Before the first artist travels to your event, your team has to know who is staying where. You keep one list of the hotels and apartments you have booked and the artists and crew in each, so you can see who still has no room. Takes: 7 minutes [Watch the video: Keep track of where your event's artists and crew are staying](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/book-travel-and-accommodation-for-your-artists/f8400971a1de09a3374e04185e326a0f889e231cf5593455383abeae7c4d003e/865440d40c5688dc/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-book-travel-and-accommodation-for-your-artists-865440d40c56.vtt) ***Watch how it's done** 1 min 56 s, with captions.* - [Open the accommodation for the event](#step-1) - [Add each place you have taken](#step-2) - [Assign people to each property](#step-3) - [Check nobody is left without a bed](#step-4) ## Before you start - Your artists and crew are on the event already, so you can put them into a property by name. - You know which properties you have booked and which nights each one covers. 1. ## Open the accommodation for the event [Play from here](#guide-video) Open the event, select **Operations**, then select **Accommodation**. **Note:** Each property you have taken is a row under **Hotels**, with its address and what it holds. A campsite, an apartment and a hotel all sit in the same list. ![Accommodation tab listing each property taken for an event with its address and the people staying in it](https://www.ticketfairy.com/embeds/posters/marketing-event-production--accommodation.png) *The places taken for an event, and who is in them.* 2. ## Add each place you have taken [Play from here](#guide-video) Add the property with its name and address, and note what it holds. **Note:** A driver needs the street address, so enter the address itself rather than the name of the booking. 3. ## Assign people to each property [Play from here](#guide-video) Assign each artist and crew member to the place they are staying. **Note:** With each person assigned by name, any team member can see where an artist or crew member is staying without ringing the person who made the booking. 4. ## Check nobody is left without a bed [Play from here](#guide-video) Read down your artists and crew for anyone with no place against their name. **Note:** The people missed are usually the ones added late: a stand-in driver, an extra engineer, the artist who brought two more than the contract said. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai adds, changes and removes the hotels and apartments for your artists and crew, and puts a person into one, after you confirm. ### In your dashboard, with Fai ``` Add the Hilton Garden Inn, 12 Dock Street, as a hotel for and put 's tour manager in it for Friday and Saturday ``` ### From your own assistant, over MCP Connect your assistant to [our MCP server](https://www.ticketfairy.com/mcp-server) and ask it: Keep `--read-only` in your MCP configuration. This task only reads data, so your assistant does not need tools that make changes. ``` Pick the brand, find the event and show it ``` ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. Read the event the stays belong to. ### Show the event and its dates ``` ticketfairy event get ``` ## Handle the changes that always come [Play from here](#guide-video) 1. ### Move a person to another place Take the person off one property and put them on the other. **Note:** Change it in the list rather than in a message, so the next person to look is not working from an out-of-date answer. 2. ### Record the travel that goes with the stay Open **Travel** for the flights and transfers around each stay. **Note:** The most common mistake is a room booked for the right nights and a flight that lands on the wrong day. Fai can move a person to another hotel or apartment, and change the dates of their stay, after you confirm. ### In your dashboard, with Fai ``` Move on to the Hilton Garden Inn for Saturday night and show me before you save it ``` ### From your own assistant, over MCP Keep `--read-only` in your MCP configuration. This task only reads data, so your assistant does not need tools that make changes. ``` Pick the brand, find the event and show it ``` ### From your terminal Read the event the stays belong to. #### Show the event and its dates ``` ticketfairy event get ``` ## Questions you might have **Is this the same as selling rooms to ticket buyers?** No. This list is for the people working your event. You set up the rooms buyers book with their ticket on the event's Accommodation page, and add a block of rooms a hotel holds for buyers in **Hotel blocks**. **Can I track the rooms a hotel is holding for us?** Yes. Add the block of rooms in **Hotel blocks**, beside **Hotels**. Each stay you assign here counts as a filled room in it, and the block lists the acts still without a room. **Can one property hold both artists and crew?** Yes, and most do. You assign each person by name, so you can see exactly who is in a house with two artists and four crew. **What about a crew member staying at home?** Leave them unassigned and note it, so your team knows the gap is on purpose. ## 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) - [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Issue reusable event passes to crew and artists](https://www.ticketfairy.com/guides/issue-entry-passes-to-your-crew) - [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) - [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 Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly 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 event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- 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)