---
title: "Artist Travel Logistics, Hotel Blocks and Ground Transport"
description: "Every act and crew member reaches the right hotel and stage on time. You fill hotel blocks before release and can sell rooms to ticket buyers at checkout."
canonical: "https://www.ticketfairy.com/event-operating-system/travel-and-hotels"
---

Travel & hotels

# Get every act from airport to stage on time

You follow each act's flights, hotel and pickups on one list, and your ticket buyers can book rooms at checkout.

A small team that works like a big one.

  [Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- No credit card required
- The [Event Operating System](https://www.ticketfairy.com/event-operating-system) on every plan, Free included
- Unlimited events with no monthly fee

     ![Ticket Fairy Event Operating System: Travel & hotels](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--planner.png)

- Hotel blocks filled before the release date
- Rooms for ticket buyers sold at checkout
- Each pickup planned with driver and vehicle

## Fill your hotel blocks, and give empty rooms back in time

You enter the rooms each hotel holds for your acts and crew, night by night, with the rate in its own currency and the release date. As you give people their stays, you see the rooms filled each night and the acts still without a room. Before the release date, Fai, your AI teammate, suggests giving the empty rooms back or asking the hotel for more, and you can email the hotel which rooms go back.

- **Hotel blocks**: rooms held and filled, night by night
- **Release dates**: Fai suggests giving empty rooms back in time
- **Rooming lists**: a live link for each hotel

     ![Ticket Fairy Event Operating System: Fill your hotel blocks, and give empty rooms back in time](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--block.png)

## Let your ticket buyers book hotel rooms at checkout

You can put the rooms a hotel holds for your event on sale in your checkout, at the rate buyers pay and with the last day to book.

You see the rooms booked and still for sale each night.

- **Rooms at checkout**: on your event page, your embedded checkout and the checkout API
- **Book by date**: buyers see the last day to book
- **Booked and for sale**: each night of the block

     ![Ticket Fairy Event Operating System: Let your ticket buyers book hotel rooms at checkout](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--for-ticket-buyers.png)

## Get artists from hotel to stage on time

You plan each airport and hotel pickup with a driver, a vehicle, a drive time and room for the bags.

Before you save, you see a warning when a driver is booked twice or short of rest, or the vehicle is too small. When a flight is late, the pickup moves and Fai suggests a new plan for you to approve. Each driver opens their day on their phone without an account and marks each pickup done.

- **Drivers and vehicles**: passenger seats and room for bags
- **Clash warnings**: double bookings, rest and working hours
- **Late flights**: the pickup moves and Fai suggests a new plan

     ![Ticket Fairy Event Operating System: Get artists from hotel to stage on time](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--plan-a-pickup.png)

## More on Travel and Hotels

See how your team does each job in the dashboard, set it up step by step and get answers to your questions.

- Artist travel & hotels

  ### [Get acts to the hotel and the stage on time](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/artist-travel-and-hotels)

  Your acts and crew stay in hotel blocks you fill and give back in time. You share live rooming lists, plan pickups and shuttles around your drivers, and show each act their whole stay.
- Rooms for ticket buyers

  ### [Let buyers book your hotel block with their tickets](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/hotel-rooms-for-buyers)

  Buyers book the rooms a hotel holds for your event at checkout with the ticket. You see each night booked and for sale, and give unsold rooms back on time.

[Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## See it in your dashboard

- ![Ticket Fairy hotel blocks for a festival, with the room nights held, filled and left to fill](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--blocks.png)
  *You see the room nights you hold, fill and still have free at every hotel, and the acts still without a room.*
- ![Ticket Fairy rooming list for a hotel, with each performer and crew member, their dates, nights and room type](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--rooming-list.png)
  *Each hotel gets an up-to-date rooming list with every guest's dates, nights and room type.*
- ![Ticket Fairy page a driver opens on their phone, with the day's pickups, passengers, bags and vehicle](https://www.ticketfairy.com/embeds/posters/marketing-event-transport-planner--driver-day.png)
  *Each driver sees their whole day on their phone, with every pickup, passenger and bag.*
- ![Ticket Fairy 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)
  *You can move a pickup in seconds when a flight lands late.*

## Move and house your acts and crew

- ### Travel

  You follow each flight leg, passport and visa progress and live flight times for your acts and crew.
- ### Hotels and stays

  Each person's hotel, room and nights stay together, with room types and notes for the hotel.
- ### Hotel blocks

  You hold rooms night by night with the rate and release date, and see rooms filled and still empty.
- ### Rooms for ticket buyers

  You can sell rooms from a hotel block in your checkout, and see the same blocks on your Accommodation page.
- ### Rooming lists

  Each hotel gets a private link to its rooming list that updates itself and that you can turn off.
- ### Pickups and shuttles

  You plan each day's pickups with drivers and vehicles, and each driver taps Picked up and Dropped off from their own link.
- ### Travel party

  Each act's travel party is entered once on their advance and used for each pickup and each hotel room.
- ### Travel and hotels in an act's cost

  You see every trip and stay in the act's all-in cost on their performer page.

  [Learn more about Budget & costs](https://www.ticketfairy.com/event-operating-system/budget-and-costs)
- ### Whole stay

  Each act sees one list of their flights, pickup, hotel and calls, with what changed since they last looked.
- ### Flights and stays found by Fai

  From a performer page, you can ask Fai for flight options with stops and estimated prices, or places to stay near your venue with nightly rates.

## Book hotels, fill your blocks and plan pickups step by step

- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists)
- [Book hotels and flights for your event team](https://www.ticketfairy.com/guides/book-hotels-and-flights-for-your-event-team)
- [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)
- [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)
- [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)
- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/guides/plan-artist-pickups-with-drivers-and-vehicles)
- [Show each act their whole stay and what changed](https://www.ticketfairy.com/guides/show-each-act-their-whole-stay-and-what-changed)

## Questions about Travel and Hotels

### Travel & hotels

#### What happens to rooms for ticket buyers that nobody booked?

The day after the last day to book, every room nobody booked goes back to the hotel and is no longer on sale. A room a buyer booked is never taken away, and a refunded room goes back on sale while the block still holds it.

#### Who can set up rooms for ticket buyers?

You can if you are an owner or admin of the event, because the block sets what buyers pay at checkout. Producers can look after the hotel blocks for acts and crew.

#### Does a hotel block for acts and crew give rooms back by itself?

No. If rooms are still empty after the release date, you see it on the block. Give them back, or agree a new date with the hotel and enter it.

#### Does the pickup 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.

#### Do hotels and drivers need an account?

No. Each hotel opens its rooming list and each driver opens their pickups from a private link, and you can turn a link off at any time.

#### Does Fai book flights and hotels?

No. Fai finds options for you to compare, and you book the one you choose.

                [Previous **Artists & line-up**](https://www.ticketfairy.com/event-operating-system/artists-and-line-up) [Next **Contracts & payments**](https://www.ticketfairy.com/event-operating-system/contracts-and-payments)

See how the Ticket Fairy [ticketing platform](https://www.ticketfairy.com/event-ticketing/) helps you sell more tickets, with every feature, the pricing and the support you get.

Get started free and plan your next event today, or book a demo to see it on an event like yours.

## Start free with the Event Operating System

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The Event Operating System on every plan, Free included

Unlimited events with no monthly fee

Fai drafts the admin, and you approve it

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The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners.

Ticket Fairy is not a direct lender and does not make credit decisions. Ticket Fairy acts solely as a technology provider, connecting event businesses with third-party lending partners. All funding decisions, terms, and conditions are determined by the respective lending partners.

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This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)