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

# Get every act from airport to stage on time

Follow each act's flights, hotel and pickups on one list, and give each driver and hotel their own link. Sell hotel rooms to your ticket buyers at checkout.

  [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get started free](https://manage.ticketfairy.com/registration)    ![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 hotel blocks and return empty rooms in time

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 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 hotel blocks and return empty rooms in time](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--block.png)

## Sell hotel rooms to your ticket buyers at checkout

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: Sell hotel rooms to your ticket buyers at checkout](https://www.ticketfairy.com/embeds/posters/marketing-event-hotel-blocks--for-ticket-buyers.png)

## Get artists from hotel to stage on time

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)       [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration)

## Go Deeper Into 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](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/artist-travel-and-hotels)

  House acts and crew in hotel blocks you fill and give back in time, share live rooming lists, plan pickups and shuttles around your drivers, and show each act their whole stay.
- ### [Rooms for ticket buyers](https://www.ticketfairy.com/event-operating-system/travel-and-hotels/hotel-rooms-for-buyers)

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

## 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) 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) Send each hotel 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) Give each driver 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) Move a pickup in seconds when a flight lands late.

## Move and house your acts and crew

- ### Travel

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

  Keep each person's hotel, room and nights, with room types and notes for the hotel.
- ### Hotel blocks

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

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

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

  Plan each day's pickups with drivers and vehicles, and give each driver a link to tap Picked up and Dropped off.
- ### Travel party

  Each act's travel party from the advance sets the people on each pickup and in each room.
- ### Travel and hotels in an act's cost

  Each trip and stay counts 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

  One list of each act's flights, pickup, hotel and calls, with what changed since they last looked.
- ### Flights and stays found by Fai

  From a performer page, 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)
- [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. Until the last day to book, a refunded room goes back on sale in the block.

#### 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. Once the release date passes, the block says so while rooms are still empty. 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)

Ticket Fairy in full: [ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page.

Book a live demo, and we will set up your first event on the [Event Operating System](https://www.ticketfairy.com/event-operating-system) with your team.

## Start Selling Tickets Online

Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready.

    No monthly subscription required for ticketing    Start selling tickets immediately    Ticketing tools included in the service fee   [Get Started for Free](https://manage.ticketfairy.com/registration)

No credit card required

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.

---

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)