--- title: "Set each performer's guest list, hotel and meal allowances for your event | Ticket Fairy Guides" description: "Give every act on your event's line-up its guest list places, hotel rooms and nights, and meals and drinks a day, taken from the accepted offer, and keep one travel party list that passes, the hotel and the kitchen all use." canonical: "https://www.ticketfairy.com/guides/set-each-performers-allowances-and-travel-party" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) 4. Set each performer's guest list, hotel and meal allowances for your event Artists, offers and advancing # Set each performer's guest list, hotel and meal allowances for your event You agree guest list, rooms and riders in the offer, then field requests for more all through show week. When you set each act's allowances once, where their tour manager can see them, those requests become asks you approve or turn down with a reason. You are setting the allowances and travel party on a performer's advance, which you open from Advancing. [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) Takes: 9 minutes [Watch the video: Set each performer's guest list, hotel and meal allowances for your event](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/set-each-performers-allowances-and-travel-party/a3939aedf3c2fbf247dbee2037ee5c54f6f5e9884e3c83929caaf7a87ae6c0ae/07f7b5231b58225e/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-set-each-performers-allowances-and-travel-party-07f7b5231b58.vtt) ***Watch how it's done** 3 min 21 s, with captions.* - [Open the performer's advance](#step-1) - [Use the numbers from the offer](#step-2) - [Set each allowance](#step-3) - [What each allowance does](#step-4) - [Answer an ask for more](#step-5) - [Add the travel party](#step-6) - [Paste the list from their email](#step-7) - [The tour manager's advance link](#step-8) - [Check the list is used](#step-9) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - The performer is on the event's line-up and has an advance in Advancing. 1. ## Open the performer's advance [Play from here](#guide-video) Open the event, select **Operations**, select **Advancing** in the list of sections, then select the performer. **Note:** Start with any row that says the act has asks for more waiting. **Allowances** and **Travel party** are near the foot of the advance, below the sections and their team. ![The Advancing list for a festival, with each performer's confirmed sections, what is still needed, days to go and status](https://www.ticketfairy.com/embeds/posters/marketing-event-advancing--list.png) *Every performer's advance.* 2. ## Use the numbers from the offer [Play from here](#guide-video) Under **Allowances**, select **Use these numbers**. **Note:** You see this button when the accepted offer includes guest list places, rooms, nights, meals or drinks, and it lists what we found. Each number then says it came from the offer. ![Allowances for a headline DJ, with guest list places, hotel rooms and nights, meals and drinks, what is used and left, and an ask for more guest list places](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--allowances.png) *An act's allowances and asks for more.* 3. ## Set each allowance [Play from here](#guide-video) Enter a number beside each of **Guest list places**, **Hotel rooms**, **Hotel nights**, **Meals** and **Drinks**, then select **Save** beside it. **Note:** Leave one empty for no limit. Meals and drinks are a number for each person each day. ## What each allowance does [Play from here](#guide-video) Guest list places are the act's guest list pass group in Accreditation, so changing the number here changes it there too. On their advance link, the tour manager cannot enter more guest list names than allowed, or a travel party that needs more rooms than allowed. The tour manager sees the nights, meals and drinks, and we count what's used. Your team can always go over an allowance, and when it does, the allowance shows **Over**. 4. ## Answer an ask for more [Play from here](#guide-video) Under **Asks for more**, choose what to do with each ask. - **Approve**: The button shows how many more they asked for, and the allowance goes up by that number straight away. - **Say no**: You enter a reason, and the act reads it on their advance link. The allowance stays as it is. **Note:** If an approval rule covers asks for more, the ask says who it's waiting for, and they decide it in Approvals. ![Dialog to say no to an act's ask for more guest list places, with the reason the act reads on their advance link](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--say-no.png) *Say no to an ask, with a reason.* 5. ## Add the travel party [Play from here](#guide-video) Under **Travel party**, select **Add a person**, enter their **Name** and any details you have, then select **Save**. **Note:** Tick **Needs a hotel room** and give people who share the same **Room** name, such as 1 or Twin A. Enter dietary needs in their words, such as vegan or no nuts. ![Travel party for a headline DJ, with each person, what they do, their room and dietary needs, and a warning that the list needs more rooms than allowed](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--travel-party.png) *The act's travel party.* 6. ## Paste the list from their email [Play from here](#guide-video) Optional: select **Paste a list**, paste the names one a line, select **Check the list**, then select the **Add** button, which shows the number of people it found. **Note:** Put a role, email, room or dietary need after each name if you have one. Nothing is added until you check the people it found. ![Dialog to paste an act's travel party from an email, one person a line, before checking who will be added](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--paste-list.png) *Paste the travel party.* ## The tour manager's advance link [Play from here](#guide-video) When you ask their team to fill in their part, the link also shows **What you are allowed**, with **Ask for more** beside each number, and **Who is traveling**, which they fill in themselves. Under **Invite a teammate**, they name a teammate, such as their production manager, and choose the parts that person can fill in; the teammate gets their own link by email. **Note:** From a link you sent, the tour manager can invite up to 10 teammates a day, and a teammate's link stops working when the tour manager's does. A teammate cannot invite anyone else. ![Advance link a tour manager opens, with what the act is allowed and Ask for more, who is traveling, files for Fai and Invite a teammate](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--act-link.png) *What the tour manager sees.* 7. ## Check the list is used [Play from here](#guide-video) Read the line under **Travel party**. **Note:** It shows how many people there are, how many are staying and the rooms they need, and warns you when the list needs more rooms than the allowance. The passes, the hotel's rooming list, pickups and the kitchen's dietary count all take the names from this list. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai reads an act's allowances, what is used and left, their asks for more and the travel party. She sets an allowance or uses the numbers from the accepted offer, approves an ask or says no with your reason, and adds, changes or removes people in the travel party, showing you each change and waiting for your yes. ### In your dashboard, with Fai ``` Use the numbers from Bicep's accepted offer for their allowances at , and add their tour manager Sam Lee to the travel party with a room ``` ## Change or remove a person [Play from here](#guide-video) 1. ### Change or remove them Select **Edit** or **Remove** beside the person, then save or confirm. **Note:** Removing someone takes them off the travel party, the rooming list and pickups. Their passes stay until you cancel them in Accreditation. ![Dialog for one person in an act's travel party, with their name, what they do, email, phone, diet, room and when they arrive and leave](https://www.ticketfairy.com/embeds/posters/marketing-event-advance-plan--add-person.png) *One person in the travel party.* Fai changes or removes a person in the travel party, after you confirm. ### In your dashboard, with Fai ``` Bicep's drummer is not coming to any more, take them off the travel party ``` ## Questions you might have **Does the tour manager need a Ticket Fairy account?** No. They open the advance link from your email with no sign-in, and so does any teammate they invite. **Does the act get an email when I answer an ask?** No. They see your answer, and your reason when you say no, the next time they open their advance link. **Why can't the tour manager add another guest list name?** The guest list is full. Their page says how many are allowed and used, and they can ask you for more there; approving the ask lets them add the names. **Where else do I see an act's allowances?** On the performer's own page in the event, which shows the allowances and any asks waiting, with a way to open the advance. **Can I set the same allowances for every act like this one?** Yes. Save the sections as a set from Sections for this act; the set keeps the allowances too, and Fai uses it for new acts that match. **How are drinks given out on the day?** At the meal desk. When the desk scans a pass from the act's travel party, the card shows **Drinks today** and your team gives each drink against the allowance. ## 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) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [Fill in each performer's advance for your event from tour books, riders and emails](https://www.ticketfairy.com/guides/fill-in-advances-from-tour-books-riders-and-emails) - [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) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [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. 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