Travel logistics and accommodation on a band tour

Travel logistics is often the most complex part of a tour. Who drives, when do we leave, where do we sleep? In KIERTUE, each gig's travel and accommodation details are in one place, visible to all team members.

For each gig, you can add outbound travel and return travel separately:

• Departure point – where you are leaving from (previous gig's venue, home city, etc.)
• Destination – the venue or another location
• Vehicle – car, bus, train, flight, etc.
• Departure time – when you leave

Travel details appear in the gig details as a clear card with all essentials at a glance.

The whole band doesn't always travel together. Someone comes from another city, the gear van leaves earlier, some fly. So in addition to the main trip, a gig can have several extra transports:

• Main trip – the band's shared travel (everyone by default). The admin plans it, and it's the gig's "default trip".
• My travel – any member can add their own arrival if they come from a different place or by a different ride. You are added as the traveler automatically.
• Add transport (admin) – a separate transport with chosen passengers, e.g. "Gear van" or "Bus 2". Others can hop on with Join or leave with Leave.

The main trip always shows as a rich card (timeline, drive time, vehicle), with extra transports as compact cards below it. All transports also appear in the gig schedule and the day-summary PDF.

When you add a flight or train, just enter the flight or train number and tap Look up. KIERTUE fetches the route and schedule for you:

• Finnish trains: enter the train number and tap Look up, then pick where you board and get off from the dropdown. Times come from official timetable data for your exact leg – even if the train runs further (e.g. board in Oulu, get off in Tampere).
• Flights and other trains come from a real-time web search. The result is usually correct, but always verify the times against your ticket – that's why looked-up times are shown in a highlight colour.
• Flight times are local time (the wall clock at the departure/arrival airport), marked "local".

Travel times detect the day change automatically, so you don't need to think about which day a time belongs to:

• Outbound travel – the arrival time is usually around the gig's load-in on the same day. If you enter for example 09:00 as the arrival time and load-in is at 09:30, KIERTUE understands you arrive that same morning.
• Return travel – after the gig you usually leave in the evening and arrive home overnight. If you enter for example 09:00 as the arrival time, KIERTUE automatically marks it for the day after the gig.
• Night-time hours (00–04) – if you enter for example 02:30 as the arrival time, KIERTUE assumes the journey continued overnight and marks it for the next day automatically.
• Date tag next to the time – when a time falls on a day other than the gig day, a grey tag (e.g. "Fri 28 Mar") shows the exact day.
• Different countries' times (time zones) – when a trip crosses a time zone (e.g. departing Finland for a gig in Germany), the departure shows in the origin's local time and the arrival and showtime in the venue's local time. Times in a different zone get a city tag, e.g. "08:00 (Helsinki)". The event view also shows a subtle note "Times in the venue's local time" when the gig is in a different time zone than you. You always enter each time in that place's own local time – KIERTUE handles the conversions.

If the schedule becomes impossible (e.g. arrival before departure on the same day), you'll see a red warning and a "Fix" button that updates the schedule automatically.

For each gig, you can record accommodation:

• Hotel name
• Check-in and check-out times
• Notes – booking number, special requests, room assignments
• "No accommodation" marker – if the gig is a day trip

In the gig production info, you can add:

• Catering – what has been arranged
• Backstage info
• Additional technical info

• Record travel details as soon as they are known – they are easily forgotten
• Use the previous gig's city as the departure point when gigs are back to back
• Clearly note the vehicle – especially if different members travel differently
• Use the "No accommodation" marker for day trips so the team knows not to expect hotel information

When travel and accommodation are recorded in KIERTUE, nobody needs to ask in the WhatsApp group "When are we leaving?" or "Which hotel are we staying at?".

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