Hospitality, PAX, meals, travel and hotels

What this feature is for

Hospitality organizes the reception of artists, guests, and teams. A group shares common information, but each person, called a PAX, retains their own needs for meals, transport, hotel, and constraints.

Where to find it

Open Preparation → Hospitality. First choose the relevant venue if the event uses multiple sites, then open the group or artist to be completed.

Steps

1. Create or open the Hospitality group.
2. Add one line per person, even when multiple people belong to the same group.
3. For each PAX, fill in travel, hotel, catering needs, and useful constraints. The sheet is saved with Save, and also automatically before Back to list, the A4 sheet, the individual PDF or sending by email: the report always includes what you just entered.
4. Add arrival and departure movements, then planning requests if necessary.
5. Use CSV/XLSX import for a structured list, or import from a rider annotation when the information comes from a PDF.
6. Check completeness indicators before confirming reservations.
7. Export sheets, meals, and movements for service providers and field teams.

For an artist's sheet, click Preview PDF: you can also download or print the PDF from that window. Sharing it in chat remains a separate action.

Crew meals: the "Crew meals (from planning)" block shows, day by day, the Breakfast, Lunch and Dinner meals ticked in planning phases, minus meal-allowance contracts. These are the same figures as the planning day card.

What happens next

Meal totals are grouped by date and by person. Common information remains at the group level; an allergy, a ticket, or a room remains attached to the person concerned. An import supplements existing data: always check matches before validation.

Who can take action

People authorized to manage Hospitality can modify sheets and exports. Personal data must only be shared with stakeholders who need it for the mission.

Common issues

• The meal total seems incorrect: check that a person hasn't been added twice and that each need has the correct date.
• A piece of data concerns the entire group: place it in the common information, not in each individual sheet.
• The import does not recognize a line: correct the name, column, or annotation before confirming.
• Information appears in the wrong venue: check the selected venue before importing or entering data.

FAQ

Is one group sheet enough for all its members?

No. The group brings together common information, but each member must have their own PAX line to maintain their specific needs.

Can I export only meals or movements?

Yes. Operational exports allow you to separately output HR sheets, movements, and meals according to the need.