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  • Mary Windham

Travel Planning: Don't Wing It

From the Desk of Mary

Event Manager - Entrepreneur - Adventurer

Travel management is the process of collecting information, booking lodging and transportation, completing reconciliations, and otherwise working with the client to ensure all travelers have a seamless travel experience.

Many organizations aren’t equipped to handle large-scale travel planning or don’t know where to get the best deals. By trying to take it on themselves, owners or administrators can easily get bogged down when they’d rather be putting the finishing touches on their upcoming meeting.

Fortunately, this is what the Occasions, Inc. team loves doing! OI specializes in expert, industry-savvy travel management, from initial take off to final landing.

Client Coordination

Like every great plan, travel management starts with the client’s goals. Occasions, Inc. reviews event details, attendees list, and travel policies with the client to create a seamless travel management plan for their upcoming travel. Whether the client is government or commercial, OI reviews existing travel policies and updates them as needed.

OI's Magic Method

Next, we put the plan into action! The client and OI determine the most effective method for managing attendee travel. OI facilitates any one or a combination of the three main methods:

1. Registration: a travel information form is incorporated into the meeting’s registration platform. This is great for when all attendees need travel arrangements!​

2. Individual Form: travelers separately receive a travel information form, to be submitted directly to OI. OI then works with the individual to book their transport and or lodging.

3. 800 Number: travelers are given an 800 number and email address, through which they can individually book their own arrangements. The same number is used for emergency after-hours calls.

Finalize Travel Itineraries

Depending on the chosen method, OI works with our travel agents and client to finalize the list of travelers in need of arrangements. The designated client contact (if applicable) and each traveler then receive their proposed itinerary. The client contact and/or traveler have 24 hours to review and approve the itinerary before it is confirmed. Once confirmed, the traveler and/or designated client contact will then receive an electronic copy of the travel confirmation, including...

  • Full itinerary

  • Travel assistance service hours and phone number

  • After-hours emergency assistance phone number

  • Confirmation number

  • Hotel information

Finalize Travel Itineraries

Lastly, OI monitors travel and addresses any concerns along the way. The OI Travel Coordinator reconciles the travel report and sends the report to the designated client contact on an agreed-upon schedule. OI also distributes per diem reimbursements as needed. OI facilitates 24/7 support to the attendees and ensures every attendee makes it to their destination safely.

So what do you think? Have you traveled to a meeting, event, or conference recently? What did you like or not like about the experience? We look forward to hearing from you!

We’d also love to hear from you on Instagram, LinkedIn, Facebook, and Twitter.


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