--- title: "Share your event's rooming lists with hotels and pickups with drivers | Ticket Fairy Guides" description: "Send each hotel a live rooming list of the performers and crew staying for your event, with their dates, room types and notes, and give each driver a link to their pickups and shuttle runs for the day. Hotels and drivers open the link without signing in, the hotel's list updates as you change it, and drivers mark each pickup as they go." canonical: "https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Share your event's rooming lists with hotels and pickups with drivers Hotels and travel # Share your event's rooming lists with hotels and pickups with drivers Artist liaison and transport managers spend show week resending spreadsheets to hotels and phoning drivers to find out where the artist is. A live rooming list keeps the hotel up to date as plans change, and drivers' own pickup pages show you who has been collected and dropped off. Takes: 9 minutes [Watch the video: Share your event's rooming lists with hotels and pickups with drivers](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/share-rooming-lists-with-hotels-and-pickups-with-drivers/9454d0fcdb388ad1d9e4cabde9d44092c36b96520c492418fcd6353ea781f800/8c7f3904de113733/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-share-rooming-lists-with-hotels-and-pickups-with-drivers-8c7f3904de11.vtt) ***Watch how it's done** 3 min 24 s, with captions.* - [Open the rooming list](#step-1) - [Add room details](#step-2) - [Share the list with the hotel](#step-3) - [The hotel's page](#step-4) - [Open pickups and shuttles](#step-5) - [Add a shuttle](#step-6) - [Share a driver's day](#step-7) - [The driver's page](#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. - Your performers and crew are placed at a hotel in the event's Accommodation section, and flights that need a pickup are in its Travel section. 1. ## Open the rooming list [Play from here](#guide-video) Open the event, select **Operations**, select **Accommodation**, then choose the **Hotel** under **Rooming lists**. **Note:** Each guest shows their arrival and departure, nights, room type and rooms. To change a guest's hotel or dates, change them where you placed the person, above the rooming list. ![Rooming list for a hotel, with each performer and crew member, their dates, nights, room type and rooms](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--rooming-list.png) *A hotel's rooming list.* 2. ## Add room details [Play from here](#guide-video) Select **Room details** beside a guest, enter the **Room type**, **Number of rooms** and a **Note for the hotel**, then select **Save**. **Note:** Choose a room type such as Single, Double, Twin or Suite, or enter your own. Use the note for a late arrival, an accessible room or a cot. 3. ## Share the list with the hotel [Play from here](#guide-video) Select **Share with the hotel**, then select **Make link** and copy the link. **Note:** Tick **Also show phone numbers and emails** only if the hotel needs them; you need an owner or admin role for that. The link works for 14 days unless you choose another length under **More options**, up to 60 days. **Warning:** You only see the link once. Copy it before you close the dialog. ![Dialog to share a hotel's rooming list, saying what the hotel sees, with the choice to show contact details](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--share-rooming-list.png) *Share the rooming list.* ## The hotel's page [Play from here](#guide-video) The hotel opens the link without signing in and sees names, arrival and departure dates, room types and your notes. The page updates by itself every minute, keeps showing the last list if the connection drops, and the hotel can print it. Under **Links for the hotel**, you see how often each link was opened. ![Rooming list page a hotel opens from the link, with each guest's arrival, departure, nights and room](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--hotel-page.png) *The page the hotel opens.* 4. ## Open pickups and shuttles [Play from here](#guide-video) Select **Travel**, then choose the **Day** under **Pickups and shuttles**. **Note:** Pickups come from the travel bookings that need one. Each shows **Needs a driver**, **Driver booked**, **Picked up** or **Dropped off**. **Tip:** Select **Plan** on a pickup to give it a driver, a vehicle and a drive time, with a warning when anything clashes. [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles) ![Pickups and shuttles for a festival day, with each pickup's flight, route, driver and status, and a hotel shuttle's runs](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--pickups.png) *Pickups and shuttles for one day.* 5. ## Add a shuttle [Play from here](#guide-video) Optional: select **Add shuttle**, enter the **Shuttle name**, **Leaves from** and **Goes to**, the days, the first and last departure and **Leaves every**, then save. **Note:** Under **More details**, add seats, the vehicle and driver, and tick **Also runs back after each trip** with a journey time. A shuttle can run for up to 31 days. ![The Add a shuttle dialog with the route, first and last day, first and last departure and how often it leaves](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--add-shuttle.png) *Add a shuttle.* 6. ## Share a driver's day [Play from here](#guide-video) Select **Share with a driver**, choose the **Driver**, then select **Make link** and copy the link. **Note:** The driver sees only their own pickups and shuttle runs for each day. Tick **Also show travelers' and drivers' phone numbers** only if they need them. **Warning:** You only see the link once. Copy it before you close the dialog. ![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 page [Play from here](#guide-video) The driver opens the link on their phone without signing in, taps **Picked up** when the people are in the car and **Dropped off** at their stop, and taps **Undo** after a mistake. For a shuttle run they tap Left and Arrived. Each tap updates the pickup on Travel and on the show day arrivals. ![Page a driver opens from the link, with their pickups for the day and buttons to mark each one picked up and dropped off](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--driver-page.png) *The page the driver opens.* ## 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 each hotel's rooming list and one day's pickups and shuttle runs, sets a guest's room type, rooms and note for the hotel, makes or turns off a hotel or driver link, adds, changes or removes a shuttle, and marks a pickup or a shuttle run. She shows you each change and waits for your yes first. Only owners and admins can put phone numbers and emails on a link. ### In your dashboard, with Fai ``` Make a rooming list link for Harbor Hotel for without contact details ``` ## Turn a link off [Play from here](#guide-video) 1. ### Turn it off Under the hotel's or driver's links, select **Turn off** beside the link, then confirm. **Note:** Anyone who has the link can no longer open the page. You can make a new link at any time. Fai turns a hotel or driver link off when you ask, after you confirm. ### In your dashboard, with Fai ``` Turn off the driver link for Kev at ``` ## Questions you might have **Does the hotel see changes I make after sharing?** Yes. The hotel's page updates by itself every minute, so you don't need to send a new list. **Can I send the rooming list by email every week instead?** Yes. Use Send regularly to email the rooming list or the pickups to team members every day or week as a download. **Do the rooms on the rooming list count in the hotel's block?** Yes. When the hotel holds a block of rooms for you, each guest's **Number of rooms** on the rooming list counts in it on every night of their stay that the block covers. **Why is a pickup missing from the list?** Pickups come from travel bookings marked as needing one. Add a pickup time on the booking in Travel, then plan its driver and vehicle on the pickup. ## 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) - [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams) - [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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