--- 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" --- # Share your event's rooming lists with hotels and pickups with drivers | Ticket Fairy Guides 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 Running the production # 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. 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. For: Keeping hotels and drivers up to date for your event Takes: 9 minutes - [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. The event's **Management** page opens for those roles only. - 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 Open the event, select **Management**, select **Accommodation**, then choose the **Hotel** under **Rooming lists**. **Note:** Each guest shows their arrival and departure, nights, room type and rooms. Change the hotel and dates where you place the person, above the rooming list. ![Ticket Fairy 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 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 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 login for that. The link works for 14 days unless you choose another length under **More options**, up to 60 days. **Warning:** The link is shown once. Copy it before you close the dialog. ![Ticket Fairy 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 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 the last list it loaded if the connection drops, and can be printed. Under **Links for the hotel**, you see how often each link was opened. ![Ticket Fairy 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 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**. ![Ticket Fairy 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 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. ![Ticket Fairy 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 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 travellers' and drivers' phone numbers** only if they need them. **Warning:** The link is shown once. Copy it before you close the dialog. ![Ticket Fairy 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 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. ![Ticket Fairy 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. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Or have it done for you 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 Harbour Hotel for \ without contact details ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Turn a link off 1. ### Turn it off Under the hotel's or driver's links, select **Turn off** beside the link, then confirm. **Note:** Anyone who has it can no longer open the page. 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 there is no 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. Why is a pickup missing from the list?: Pickups come from travel bookings marked as needing one. Add a pickup time and driver on the booking in Travel. ## 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 required monthly ticketing fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [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) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload) - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue) - [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent) - [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Get your traders ready for show day](https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [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 Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing 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 organisers who sell out, and every new guide as it is published. We respect your privacy. 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