Guides › Booking hotels on tour
Booking hotels on tour
Updated October 7, 2026 · 3 min read
Hotels are one of the biggest costs on most tours, and the right hotel makes a long run much easier. Here is how to book them well.
Free templates for this guide
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Tour itinerary template
One row per day: day type, city, venue, key times, hotel, drive distance and time, and notes.
Band and crew contact sheet
Names, roles, phones, emails, emergency contacts, dietary needs and passport dates in one place.
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Step 1: Decide the room plan
How many rooms, and who shares? Common plans are two per room for band and crew, with singles for the tour manager or as the budget allows. Decide before booking and keep it consistent so nobody feels shortchanged.
Step 2: Choose location
Close to the venue saves time on show days. Close to the highway saves time on travel days. Near laundry and food helps on off days. Balance location against price.
Step 3: Check parking
For vans with trailers or buses, parking matters more than anything. Confirm the hotel has space, the height clearance of any garage, and whether trailers are allowed. Ask about security; park where the vehicle can be seen.
Step 4: Ask about group rates
For several rooms, call the hotel directly and ask for a group rate. Mention you’re a touring band; some hotels have experience with late arrivals.
Step 5: Plan check-in and check-out
Shows end late, so you often arrive after midnight. Make sure the booking is guaranteed for late arrival. Ask for late check-out on show days when possible, or early check-in after overnight drives.
Step 6: Keep confirmations organized
Record hotel name, address, phone, confirmation number, number of rooms and cancellation policy for each night. Put them on the day sheet and itinerary.
Step 7: Watch cancellation policies
Tours change. Know each booking’s cancellation deadline and set reminders.
Hotel tips
- Ask about breakfast and Wi-Fi; they save per diem money and data.
- Keep a list of the names each room is under.
- Rooming lists sent ahead speed up check-in.
Example rooming list (EXAMPLE)
| Night | Hotel | Rooms | Names |
|---|---|---|---|
| Oct 1 | Example Inn, Chicago | 3 | A + B, C + D, TM |
| Oct 2 | Example Suites, Milwaukee | 3 | A + B, C + D, TM |
Send a rooming list to each hotel a day or two ahead so keys are ready on arrival.
Overnight drives vs hotels
Sometimes driving overnight saves a hotel night. Do it only with a rested driver and a plan for sleep the next day. A cheap hotel is usually better than an unsafe drive.
Common hotel mistakes
- Booking near the venue when the next morning is a long drive in the other direction.
- Forgetting trailer parking.
- Not guaranteeing late arrival, then finding the room released.
- Losing track of cancellation deadlines when dates move.
How TRMNGR helps
TRMNGR has a Hotels page in Production Office (lodging by date: date, hotel name, confirmation and address) and a Lodging box in each day’s Day View, so everyone with lodging access sees where they’re sleeping and can tap the address for directions. Lodging is on by default for new crew members.