---
title: "Hold hotel rooms for your event's artists and crew | Ticket Fairy Guides"
description: "Record the rooms a hotel holds for your event's acts and crew as a hotel block, with the nights, the rooms each night, the rate in its own currency and the release date. As you give people their stays, the block counts the filled rooms night by night, lists the acts still without a room and warns you as the release date gets close."
canonical: "https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew"
---

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3. Hold hotel rooms for your event's artists and crew

Hotels and travel

# Hold hotel rooms for your event's artists and crew

Festival and tour promoters agree a block of rooms with a hotel months ahead, then fill it act by act as travel is confirmed. A hotel block shows your artist liaison and production team how many rooms are filled each night and how many are still empty before the hotel takes them back.

Fai, your AI teammate, can check sales, update your event or change a ticket when you ask.

Takes:  7 minutes

- [Open Hotel blocks](#step-1)
- [Start a block](#step-2)
- [Enter the nights](#step-3)
- [Enter the rooms each night](#step-4)
- [Enter the rate and its currency](#step-5)
- [Enter the release date](#step-6)
- [Add the hotel contact](#step-7)
- [Add the block](#step-8)
- [Filled rooms](#step-9)
- [Check which acts still need a room](#step-10)
- [Open a block](#step-11)
- [Count a stay in the right block](#step-12)

## Before you start

- You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page.
- The hotel is on the event already. Add it in **Accommodation**, under **Hotels**, before you add its block.

1. ## Open Hotel blocks

   Open the event, select **Operations**, select **Accommodation**, then select **Hotel blocks** at the top.

   **Note:** Each block shows how many room nights are filled and left to fill, the rate and how close the release date is. **Room nights held**, **Room nights filled** and **Room nights left to fill** above the blocks add up every block for acts and crew.

   ![The 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)    
   *Hotel blocks for acts and crew.*
2. ## Start a block

   Select **Add a block**, then choose the **Hotel**.

   **Note:** The list shows the event's hotels. When the event also has rooms for ticket buyers, choose **Acts and crew** under **Who are the rooms for?** first.

   [Sell hotel rooms to your ticket buyers from a hotel block](https://www.ticketfairy.com/guides/sell-hotel-rooms-to-your-ticket-buyers-from-a-hotel-block)

   ![The 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)    
   *Add a hotel block.*
3. ## Enter the nights

   Enter the **First night** and the **Last night**. The last night is the night before check-out.

   **Note:** A block can cover up to 60 nights. For a longer stay, add a second block for the rest.
4. ## Enter the rooms each night

   Enter the number of rooms the hotel holds for you in **Rooms each night**.

   **Note:** When the number is different on some nights, tick **The number changes from night to night** and enter the rooms for each night, from 0 to 999.
5. ## Enter the rate and its currency

   Optional: enter the **Room rate** for one room for one night, then choose its **Currency**.

   **Note:** The rate keeps its own currency, which can be different from the currency your tickets sell in. With a rate, the block shows what the filled rooms cost and what every room held would cost.
6. ## Enter the release date

   Enter the **Release date** the hotel gave you, the date it takes back the rooms you have not filled.

   **Note:** In the 7 days before it, a block with empty rooms says how many days are left.
7. ## Add the hotel contact

   Optional: open **Contact, name and notes** and enter the **Hotel contact**, the **Contact's email** and the **Contact's phone**.

   **Note:** With the contact's email you can tell the hotel which rooms you give back, and Fai can draft emails to the hotel for you to approve. Enter a **Name for this block** when one hotel holds more than one block, for example Crew rooms, and **What the rate includes**, such as breakfast and tax.
8. ## Add the block

   Select **Add the block**.

   **Note:** The block appears in the list as **Held**. If a field needs a change, the form says **Check the fields marked below.** and keeps what you entered.

## Filled rooms

You don't enter the filled rooms yourself. When an act's booking or a crew member gets a stay at the hotel in **Hotels**, with an arrival and a departure date, the block counts their rooms on each night it holds. A stay counts the rooms on the rooming list, or if there are none, the rooms the act's travel party needs, or otherwise one room. We don't count a stay with no dates yet, or any nights of a stay outside the block's dates.

**Note:** If more rooms are filled than the block holds, the block shows a warning but never refuses the stay. Ask the hotel for more rooms or move a crew member or an act to another hotel.

9. ## Check which acts still need a room

   Read the list of acts that still need a room above the blocks, then give each one a hotel and dates in **Hotels**.

   **Note:** An act is listed when it has no hotel yet and its travel party needs rooms, or its offer gives it a rooms allowance. A local act with neither is not listed.
10. ## Open a block

    Select **Open** on a block to see **Each night**, **Who is in this block** and its **History**.

    **Note:** Each night shows the rooms held, filled and left to fill, and a night with more rooms filled than held says how many over. The contact's email and phone number open your email or phone in one tap.

    ![Hotel block at Hotel Lumen with its nights, rate, cost and contact, a warning about one night over the block, each night's rooms, who is in it and its history](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--block.png)    
    *One block, night by night.*
11. ## Count a stay in the right block

    Optional: when one hotel holds more than one block, select **Count in this block** beside a person under **Also staying at this hotel**.

    **Note:** Otherwise a stay counts in the hotel's oldest block that holds each night. The person then shows **Counted here by choice**, and you can select **Count by dates** to undo it.

## Or have it done for you

Fai reads each block's rooms held, filled and left night by night and the acts still without a room, adds a block, changes its rooms, rate, release date or hotel contact, counts a stay in a block, and closes, reopens or removes one. She shows you each change and waits for your yes first.

### In your dashboard, with Fai

```
Add a hotel block at Hotel Lumen for <EVENT NAME>: 12 rooms a night from 2 to 4 October at 145 pounds a night, with a release date of 26 September
```

## Change the rooms a block holds

1. ### Change the nights or the rooms

   Open the block, select **Change rooms**, change the **First night**, the **Last night** or the rooms each night, then select **Save**.

   **Note:** The dialog says how many room nights you are adding. When the change lowers the rooms on a night, it says how many room nights go back to the hotel and asks **Why are you giving them back?** for the block's history.

   ![Dialog to change the rooms at Hotel Lumen, with the first and last night and the rooms for each night](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--change-rooms.png)    
   *Change the rooms.*

Fai changes a block's nights or rooms when you ask, with the reason when rooms go back, after you confirm.

### In your dashboard, with Fai

```
Hold 2 more rooms on 3 October in the Hotel Lumen block for <EVENT NAME>
```

## Change the rate, release date or contact

1. ### Change the details

   Open the block, select **Change details**, change the fields, then select **Save**.

   **Note:** The block's history names the fields you changed.

Fai changes a block's rate, release date, contact or notes when you ask, after you confirm.

### In your dashboard, with Fai

```
The Hotel Lumen block for <EVENT NAME> now releases on 30 September, change it
```

## Close, reopen or remove a block

1. ### Close the block

   Open the block, select **Close the block**, then select **Close the block** in the dialog.

   **Note:** You can't change the rooms until you select **Reopen**, and people's stays still count in it.
2. ### Remove a block added by mistake

   Open the block, select **Remove**, then select **Remove** in the dialog.

   **Note:** We keep the block's history, and people's stays count in the hotel's other blocks.

Fai closes, reopens or removes a block when you ask, after you confirm.

### In your dashboard, with Fai

```
Close the Harbor Inn crew block for <EVENT NAME>, we are done with it
```

## Questions you might have

**What happens on the 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, so give the empty rooms back or agree a new date with the hotel and enter it in **Change details**.

**Why does a block show more rooms filled than it holds?**

 More people have stays at the hotel on those nights than the block holds. The block says which nights. Ask the hotel for more rooms and select **Change rooms**, or move a crew member or an act to another hotel.

**Why is an act or crew member 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. Give them the hotel and dates in **Hotels**.

**What if a teammate changes the block while I'm changing it?**

 We stop your save and show the latest version of the block, and what you entered stays in the form. Check their change, then save again.

**Does the block rate count in what an act costs?**

 Yes. An act's stay with no room rate of its own counts at the rate of the block its nights are in, in the act's all-in cost on their performer page.

**Can I bring the blocks into next year's event?**

 Yes. Copy from last event has a Hotel blocks part that brings the hotel, nights, rooms, rate and release date, with the dates moved. Add the hotel to the new event first. People's stays, rooms given back, the contact and the notes are not copied.

## 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)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features)
- [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)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [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)
- [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)
- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)
- [Book hotels and flights for your event team](https://www.ticketfairy.com/guides/book-hotels-and-flights-for-your-event-team)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

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

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

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---

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