--- title: "Plan your artists' pickups with drivers and vehicles for your event | Ticket Fairy Guides" description: "Give each airport and hotel pickup for your event a driver, a vehicle, a drive time and room for the bags, with a warning before you save when a driver is double booked, on a shift, short of rest or the vehicle is too small. When a flight is late, the pickup moves and Fai suggests a new plan. Each driver gets a day sheet on their phone." canonical: "https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Plan your artists' pickups with drivers and vehicles for your event Hotels and travel # Plan your artists' pickups with drivers and vehicles for your event You juggle a handful of drivers and vans against dozens of flights, and one late landing can knock out the rest of the event day. When you plan each pickup against the same drivers, vehicles and shift rules, you see the clash before it happens, and every driver gets one page that says where to be. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 9 minutes [Watch the video: Plan your artists' pickups with drivers and vehicles for your event](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/plan-artist-pickups-with-drivers-and-vehicles/a4ee39004df9385f409ba19520896d64871b4c9fabbe57b2f82bbda30530a9e8/f4dd1fac30fe1231/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-plan-artist-pickups-with-drivers-and-vehicles-f4dd1fac30fe.vtt) ***Watch how it's done** 3 min 10 s, with captions.* - [Open pickups for a day](#step-1) - [Add your drivers and vehicles](#step-2) - [Plan a pickup](#step-3) - [Check the warnings and save](#step-4) - [Move a pickup when a flight is late](#step-5) - [Approve Fai's new plan](#step-6) - [Share each driver's day](#step-7) - [The driver's day sheet](#step-8) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - The artists' flights or trains that need a pickup are in the event's Travel section. - Optional: your crew and volunteers are in the event's Shifts, so you can choose them as drivers and have their shifts checked. 1. ## Open pickups for a day [Play from here](#guide-video) Open the event, select **Operations**, select **Travel** in the list of sections, then choose the **Day** under **Pickups and shuttles**. **Note:** Each pickup shows the people, the route, its plan and whether it needs checking. **Pickups to check** above them lists every warning for the day. ![Pickups for a festival day, with each airport pickup's people, driver, vehicle and drive time, the warnings to check and a new plan from Fai after a late flight](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--planner.png) *A day of pickups and their plans.* 2. ## Add your drivers and vehicles [Play from here](#guide-video) Select **Drivers and vehicles**, then add each driver under **Drivers** and each vehicle under **Vehicles**. **Note:** Choose **Add someone from your team** to pick crew or volunteers by name, or **Add a hired driver** with a name and phone. Give each vehicle its **Passenger seats** and the **Large bags that fit**. ![Drivers and vehicles for an event, with crew, a volunteer and a hired driver, and each van and car with its seats and room for bags](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--drivers-and-vehicles.png) *Your drivers and vehicles.* 3. ## Plan a pickup [Play from here](#guide-video) Select **Plan** on a pickup, choose the **Driver** and **Vehicle**, and enter the **Drive time (minutes)** and **Large bags**. **Note:** We fill in the drive time from another pickup between the same places, or from your shuttle when there is one, and tell you where it came from. You can enter a drive time from 1 to 720 minutes and up to 200 bags. ![Dialog to plan an airport pickup, with the driver, vehicle, pickup time, drive time and bags, and the warnings to check before saving](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--plan-a-pickup.png) *Plan a pickup.* 4. ## Check the warnings and save [Play from here](#guide-video) Read the list under **Check this before you save:**, then select **Save plan**. **Note:** You are warned when the driver or vehicle is on two trips at once, the driver has a shift, gets too little rest or works too long a day under your shift rules, or there are more people or bags than the vehicle takes. If you have sorted a warning out another way, select **Plan anyway**. 5. ## Move a pickup when a flight is late [Play from here](#guide-video) Select **Flight is late** on the pickup, enter the **Minutes late against the timetable**, then select **Move the pickup**. **Note:** When a flight we track changes time, its pickup moves with it. When a planned pickup moves by 15 minutes or more, Fai checks the driver's day and suggests a new plan. ![Dialog for a late flight, with how many minutes late and the new pickup time](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--flight-is-late.png) *A flight is late.* 6. ## Approve Fai's new plan [Play from here](#guide-video) Under **New plans from Fai**, read the new plan and select **Approve and text the drivers**. **Note:** Fai keeps the same driver when they are free, or picks the least busy free driver and a vehicle that fits. Drivers with a phone number only get a text after you approve, and the same plan also waits for you on Today. 7. ## Share each driver's day [Play from here](#guide-video) Select **Share with a driver**, choose the **Driver**, then select **Make link** and copy the link for them. **Note:** The driver opens the link without signing in and sees only their own pickups and shuttle runs. ![Dialog to share a driver's day, with the driver and the choice to show phone numbers](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--share-driver-day.png) *Share a driver's day.* ## The driver's day sheet [Play from here](#guide-video) The driver opens the link on their phone and sees how many pickups they have that day and when the first one is. Each pickup shows the passengers, the bags, the vehicle and the drop-off address, and says when it moved later or earlier. They tap **Picked up** and **Dropped off** as they go. ![Page a driver opens on their phone, with the day's pickups, the passengers, bags, vehicle and drop-off address for each, and Picked up and Dropped off buttons](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--driver-day.png) *The driver's day on their phone.* ## Or have it done for you Fai reads each day's pickups with their plans and warnings, adds, changes or removes a driver or vehicle, plans a pickup, checks a plan before it is saved, marks a flight as late and asks for a new plan. She shows you each change first and waits for your yes, and she texts drivers only when you approve a new plan. ### In your dashboard, with Fai ``` Plan Kai Rivers' airport pickup at with Sam in Van 2, a 55 minute drive and 3 bags, and tell me if anything clashes ``` ## Take a driver or vehicle off the list [Play from here](#guide-video) 1. ### Remove them In **Drivers and vehicles**, select **Remove** beside the driver or vehicle, then confirm. **Note:** Their pickups still show their name until you plan them again, so change the plan on each one. Fai removes a driver or vehicle when you ask, after you confirm. ### In your dashboard, with Fai ``` Take the minibus off the vehicles list for , it has broken down ``` ## Questions you might have **Does the planner look up drive times on a map?** No. You enter each drive time once, and the planner offers it again for the next pickup between the same places. If you haven't entered one, the checks use 60 minutes. **Where do the shift rules come from?** From the rest and hours rules in Shifts. A driver from your crew or volunteers is checked against their own shifts too; a hired driver has no shifts to check. **How does the planner know how many people are traveling?** From the act's travel party on their advance, or from the number on the travel booking when there is no travel party. **Can I change the plan once the artist is picked up?** No. A pickup the driver has marked as picked up stays as it is. Plan the return trip on its own pickup. **What if a teammate changes the same pickup at the same time?** The second save does not overwrite the first. The dialog shows the pickup as it is now, and you make your change again. ## 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) - [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) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [Set each performer's guest list, hotel and meal allowances for your event](https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) - [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) - [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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