Travel management for entertainment & sports in NYC

Entertainment and sports travel management is the coordination of travel and logistics for the entertainment and sports industries, which covers film, television productions, music tours, sports, and creative services. It also includes managing everyday corporate travel for the internal teams and departments within these organizations.

Here at Stage and Screen, we have Travel Managers who specialize in all these areas, so they already understand the industry’s specific travel needs. Our services and experience are tailored to you, your talent, your teams, and your equipment. We aim to make every trip and production smooth, including the transportation of equipment, lithium battery clearance, and being available if plans change quickly.

Stage and Screen builds travel around production, performance, and game schedules, including the equipment and specialist arrangements those trips require. For NYC organizations, that might mean a Broadway company traveling between engagements, a film crew moving between boroughs, or team personnel arriving ahead of a home game.

This isn’t our first rodeo; we know plans change fast, and performance can’t wait. This industry is fast paced, so our travel management services reflect that. Our support includes flexible booking options, coordinated group movements, and arrangements tailored to talent and crew. We also manage the everyday business travel that keeps your organization running.

Stage and Screen is purpose-built to manage these unique demands. We even have exclusive negotiated airline rates for transporting equipment and crew that will cost you less than your typical travel website.

24/7 support gives travelers access to help with rebooking flights, finding accommodation, and arranging alternative transport when plans change. That helps limit the knock-on effects of a delayed arrival, extended shoot, or rescheduled performance.

For productions, tours, and live events in NYC, our after-hours team can help with late-night transport or hotel changes when available. Share the revised finish time, pickup location, and onward commitments so the team can work through practical options. Support cannot prevent every disruption, but it gives you someone to act on the travel changes it creates.

Absolutely, no sweat. We can secure you soft holds on air and accommodation, protecting your schedule as everything shakes out. Nobody wants to be locked into a booking after plans change, so we work to keep you flexible. This service includes inventory holds, attrition buffers, late-check ins, and our undivided attention to give you the breathing room you need.

Yes, our team's travel expertise means we can advise you on visa requirements and documentation needed for your travelers and equipment. For visa and work permit procurement, we partner with trusted third-party specialists who can guide you through the process.

Absolutely. We can split billing by project, tour, unit, or cost center, and align with your PO or job code system for clean, easy reporting. Everything can be handled in Melon and with your dedicated travel team, so all expenditures can be tracked and reconciled without a headache.

To keep the crew at HQ and on the ground safe and fully informed, we provide a whole host of reports. For duty of care, you can see where your teams are with visual dashboards, and we provide real-time, relevant travel alerts if there is a significant event.

When it comes to sustainability, you can track emissions in Melon’s reporting suite.