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Travel And Accommodation Tracker

Keep individual travellers, bookings, arrivals, departures and confirmations in one operational workbook. Teams use Travel Tracker for person-level details and Movement Schedule for the handoff between travel, accommodation and show-day teams. This is not the event-wide transport, parking, route or provider planner; use the transport, parking and accommodation planner for shared access and capacity arrangements.

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Format
XLSX
Difficulty
Intermediate
Time
30 min
Stage
Build → Run

What this resource helps you do

  • Capture the essential travel and accommodation tracker inputs in one place
  • Hand off a consistent template across event operations owners
  • Reduce last-minute gaps before the build milestone
  • Reuse the structure for the next event operations cycle

When to use this resource

  • When participant travel or accommodation is being booked and confirmed
  • Before arrivals and departures need a shared movement view
  • During build and run stages for travel-status updates

What is included

  • travel-and-accommodation-tracker.xlsx
  • XLSX download package
  • Instructions: Guidance for managing individual traveller details.
  • Event Setup: Shared event context for travel coordination.
  • Travel Tracker: Person-level travel, accommodation and confirmation record.
  • Movement Schedule: Arrival, departure and transfer handover schedule.

Information required before starting

  • Traveller contacts and roles
  • Booking, accommodation and confirmation details
  • Arrival, departure, transfer and movement information

What you produce

  • Individual travel and accommodation tracker
  • Arrival and departure movement schedule
  • Confirmation status for operational handover

Who this is for

This resource is designed for Event organisers who need a practical, reusable document for event operations.

  • event organiser

    Coordinates individual participant movements and confirms operational handovers.

  • production manager

    Uses confirmed arrival and departure timing to align participant readiness with production activity.

Event-type use cases

  • conference

    Tracks keynote and speaker arrivals, hotels and departures.

  • live music

    Coordinates artist and crew travel confirmations alongside show-day movements.

How to use this resource

  1. 1

    Complete Event Setup

    Confirm event dates, base locations and travel coordination owner.

  2. 2

    Add each traveller to Travel Tracker

    Record the individual’s role, travel and accommodation requirements with appropriate access controls.

  3. 3

    Record confirmations

    Update booking references and confirmation status as arrangements are verified.

  4. 4

    Build Movement Schedule

    Set out arrivals, departures and transfers for operational handover.

  5. 5

    Escalate shared access changes

    Update the transport, parking and accommodation planner when a change affects event-wide capacity or routes.

Common mistakes to avoid

  • Using it to design event-wide transport routes — Plan shared routes, parking, providers and capacity in the transport, parking and accommodation planner.
  • Leaving confirmations implied — Record explicit confirmation status and update it whenever bookings change.
  • Collecting unnecessary personal data — Keep access restricted and record only information needed for the operational arrangement.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Travel and accommodation tracker — editable XLSX

Editable Excel workbook with Instructions, Event Setup, Travel Tracker and Movement Schedule sheets for individual traveller arrangements.

When to choose it: Use to coordinate person-level bookings and confirmed movements for speakers, performers or other participants.

XLSX · 11 KBLocked

Continue your planning workflow

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Event management

Run events end-to-end from brief to post-event reporting.

Production operations

Run-of-show, scheduling, and live event coordination.

Frequently asked questions

Frequently Asked Questions

Is this an event-wide transport planner?+

No. It is for individual travellers and confirmed movements; use the transport planner for routes, parking, providers and capacity.

Can speakers and performers be tracked here?+

Yes, for their travel arrangements. Manage their contacts, requirements, briefings, schedules and deliverables in the speaker and performer management workbook.

Which sheets track traveller movements and accommodation arrangements?+

Instructions, Event Setup, Travel Tracker and Movement Schedule.

When should traveller details be locked for operations?+

Lock a handoff version close to travel after confirmations, movements and contacts are checked, with a controlled process for cancellations and late changes.

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