--- title: "Find a time for an event meeting that suits everyone, and book it | Ticket Fairy Guides" description: "Put your event team and outside guests such as a sponsor, a supplier or an artist's agent side by side, see the times that suit everyone across timezones, and book the meeting with an invite to each guest." canonical: "https://www.ticketfairy.com/guides/find-a-time-for-an-event-meeting-and-book-it" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Find a time for an event meeting that suits everyone, and book it Your brand and team # Find a time for an event meeting that suits everyone, and book it Getting a sponsor, a promoter partner and two of your own event team on one call can take a dozen emails. Find a time checks everyone's calendar and working hours together, names who blocks the times that nearly work, and books the meeting in one go. Takes: 4 minutes - [Open Find a time](#step-1) - [Add the colleague who takes the meeting](#step-2) - [Add other colleagues](#step-3) - [Add an outside guest](#step-4) - [Mark who must attend](#step-5) - [Choose the meeting type](#step-6) - [Choose the dates to search](#step-7) - [Select Find times](#step-8) - [Make a busy person optional](#step-9) - [Select Book this time](#step-10) - [Check the guest's details](#step-11) - [Add anyone else to invite](#step-12) - [Select Book meeting](#step-13) - [What the guest receives](#step-14) - [Check the booking](#step-15) ## Before you start - You can use Find a time with an owner, admin, producer, marketing, support or stats login on the brand, on every plan. - The meeting needs a meeting type, and at least one person who takes that meeting type with their Google Calendar connected. 1. ## Open Find a time Go to your brand, select **Meetings**, then **Find a time**. 2. ## Add the colleague who takes the meeting Choose them in **Add someone who takes meetings**. Their hours, time off, calendar and booked meetings decide when they're free. 3. ## Add other colleagues Optional: Choose anyone else from your brand team in **Add someone from your team**. Their busy times count if they've connected their calendar, and they're invited to the meeting. 4. ## Add an outside guest Under **Add someone outside your team**, enter their **Email address** and **Name**, choose **Their timezone**, then select **Add guest**. The first guest you add is the person the meeting is booked for. 5. ## Mark who must attend Choose **Must attend** or **Optional** beside each person. An optional person never rules a time out, and a time they're busy for is ranked lower. 6. ## Choose the meeting type Choose it in **Meeting type**. Only times that meeting type can be booked for are shown, with its length, gaps and notice. **Tip:** To check times before you decide on a meeting type, choose **No meeting type: choose a length** and a **Length**. You choose the meeting type when you book. 7. ## Choose the dates to search Choose the first day in **From** and the last day in **To**, up to 60 days apart. **Tip:** Tick **Show times outside working hours** when the people are in timezones whose working days barely overlap. 8. ## Select Find times Select **Find times**. **Times that work** lists the times in your timezone, best first, and marks the top one "Best time" when it suits everyone. **Note:** A time can say "Outside working hours for Ana" or "Sam (optional) busy", so you can see what it costs before you pick it. 9. ## Make a busy person optional If you see "No time works for everyone", look under **Almost** for a time such as "Thu 15:00: Sam is busy", then select the button beside it that makes Sam optional. The search runs again with Sam optional. 10. ## Select Book this time Select **Book this time** beside the time you want. The booking opens with the meeting type and your first guest filled in. 11. ## Check the guest's details Check the **Meeting type**, **Guest's name**, **Guest's email** and **Guest's timezone**. The guest's timezone decides the time shown in their emails. **Tip:** Enter a **Guest's phone** with its country code if you'll call them. 12. ## Add anyone else to invite Optional: Enter each extra email address under **Also invite** and press Enter after each one. Your other guests and colleagues from the search are already there. **Note:** You can invite up to 10 other people to one meeting. 13. ## Select Book meeting Select **Book meeting**. The confirmation reads, for example, "Booked Thu 15:00 with Ana Diaz for Kim Lee." with **Open booking** beside it. **Note:** If someone else books the time first, the dialog says so; select **Search again** to see the times still free. ## What the guest receives The guest gets an email from Ticket Fairy with the meeting's name, the person they're meeting, the time in their own timezone, the join link or place, and a button to change or cancel the meeting. They also get a calendar invite from your colleague's Google Calendar, and reminders 24 hours and 1 hour before the meeting. 14. ## Check the booking Select **Open booking**. The meeting shows "Booked", and once the invite and video link are made, **Where** shows the join link. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai can find the times that suit your colleagues and outside guests, say who blocks the times that nearly work, and book the one you choose. She shows you the time and the guest's details and asks you to approve before she books. ### In your dashboard, with Fai ``` Find 30 minutes next week with and in new york for a sponsor pitch, then book the best time ``` ## Questions you might have **Why is a colleague never free?** A colleague who takes meetings is offered once their Google Calendar is connected, **Taking meetings** is on and the time is inside their hours. Ask them to check **Availability**. A colleague added from your team counts as free from 09:00 to 17:00 in their timezone, apart from their calendar's busy times. **Can I see what my colleagues have in their calendars?** No. Find a time uses when each colleague is busy, never what the busy time is, and only for people on your brand team. **How many people can I add?** Up to 20 people in one search, across up to 60 days. **Why are there no times in the list?** Every time in those dates clashes with someone who must attend. Try a longer date range, make someone optional, or tick **Show times outside working hours**, as the page suggests. **What if the invite or video link wasn't made?** The meeting stays booked and the guest still has their email. The meeting shows "Invite not sent" under **Bookings**; open it and select **Try again**. If it fails again, reconnect Google Calendar and Zoom on the colleague's **Availability**. ## 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/teams-and-security) - [Move or cancel meetings booked with your event team](https://www.ticketfairy.com/guides/move-or-cancel-meetings-booked-with-your-event-team) - [Create a meeting type for your event calls](https://www.ticketfairy.com/guides/create-a-meeting-type-for-your-event-calls) - [Set when you take meetings about your events](https://www.ticketfairy.com/guides/set-when-you-take-meetings-about-your-events) - [Invite promoters to your collective so they can sell tickets for your events](https://www.ticketfairy.com/guides/invite-people-to-your-collective) - [Set up a brand kit for your events](https://www.ticketfairy.com/guides/set-up-your-brand-kit) - [Create your Ticket Fairy account and brand to start selling tickets](https://www.ticketfairy.com/guides/create-your-account-and-first-brand) - [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/teams-and-security) ### 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) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)