No two events are the same. Each one has its own unique audience and theme. It might be a company meeting, a conference, or incentive, and each has a different tone and purpose. That\u2019s why it\u2019s so important to understand what your company wants the event to achieve. Ask: what the main goals are and what the return on investment is that the company is looking for. Understanding your event goals is key at the very beginning, before planning the travel even starts.<\/p>\n\n\n\n
Plan well in advance<\/strong><\/h2>\n\n\n\nFor a typical mid-sized event, between 200 to 250 attendees, you really don\u2019t want to leave the planning any later than three months before. As event planners know, there\u2019s a significant amount of work involved in the setup.<\/p>\n\n\n\n
Planning in advance also means everyone is booked and ticketed in a timely manner, which helps the company stay within budget and secure the best fares and availability. If bookings are left to the last minute, you\u2019ll often face higher costs, or the company may need to adjust its travel policy to accommodate limited, last-minute transportation options.<\/p>\n\n\n\n
While three months is the general timeframe for standard events, for larger-scale events, like a global partner conference for a law or private equity firm, it would be advisable to begin planning around 12 months in advance.<\/p>\n\n\n\n![\"Man](\"https:\/\/reedmackay.com\/wp-content\/uploads\/2025\/05\/Handing-over-passport-1024x806.jpg\")
Understanding details such as which job roles are booked on which tickets is important for event travel<\/figcaption><\/figure>\n\n\n\nRefer to your company\u2019s travel policy<\/strong><\/h2>\n\n\n\nUnderstanding your company\u2019s travel policy is key to how and when you book everyone\u2019s transportation. For example, if your company has 100 people attending an event, find out whether having everyone take the same flight aligns with company guidelines.<\/p>\n\n\n\n
Furthermore, consider individual needs and levels of seniority. Does the policy require that bookings be tiered? These details all matter when planning event travel.<\/p>\n\n\n\n
Influence stakeholders on event destinations<\/strong><\/h2>\n\n\n\nYou might be tasked with organizing a 600-person conference where one of the requirements is that all attendees have to stay in the same hotel at which the conference is held. Can you get all attendees to that destination? Sometimes a location looks perfect on paper, but if it\u2019s not accessible for the attendees, it\u2019s unlikely to work.<\/p>\n\n\n\n
And remember that if you\u2019re planning a global meeting for your company event, find out if different teams want to hold tag-on team meetings, either pre- or post-event. That means attendees will want to travel to and from the event destination at different times. So it\u2019s important to source a destination that can accommodate this too. It\u2019s crucial to have all this necessary information researched and ready to influence the event\u2019s stakeholders on a particular destination.<\/p>\n\n\n\n
Engage with experts<\/strong><\/h2>\n\n\n\nOrganizing group travel is complex \u2013 by engaging with our experts, we guide clients through the entire process, applying best practices, understanding the client\u2019s brief, and identifying the most effective solutions.<\/p>\n\n\n\n
Travel management companies also have solid, on-the-ground destination knowledge. We can rely on our offices and colleagues around the world<\/a>. For example, if we\u2019re managing an event in Madrid or Barcelona, our teams in these destinations can support in locations where they have the knowledge and expertise. Their familiarity with the area and its transportation links allows for a more tailored and seamless experience.<\/p>\n\n\n\nCentralizing everything through an events travel team also delivers added value. If a client is already working with us, whether on events or corporate travel, traveler profiles and key data such as passport details, frequent flyer information, and dietary preferences are already on hand. This not only streamlines the planning process but also improves the attendee experience before the event even begins.<\/p>\n\n\n\n
There\u2019s also a strong cost saving advantage as experience and partnerships mean securing the best value fares. Yet it goes beyond just price. An events team also focuses on flexible terms, such as securing name changes up to 30 days prior to travel. And in the case of disruptions or unexpected incidents, all relevant travel information integrates into our traveler tracking systems, giving clients real-time visibility into where their people are in the world.<\/a><\/p>\n\n\n\n![\"\"](\"https:\/\/reedmackay.com\/wp-content\/uploads\/2024\/03\/Offering-a-global-solution-to-event-technology.png-1024x806.jpg\")
Working with specific technology designed for events is a must for group travel<\/figcaption><\/figure>\n\n\n\nUtilize event-focused technology<\/strong><\/h2>\n\n\n\nOur partnership with Cvent<\/a> allows clients to coordinate every part of the event lifecycle through a single, integrated platform. This integration starts with securely capturing all the necessary attendee data, meaning an immediate start on group travel arrangements, providing suitable options without delays or back-and-forth communication. If any requests require approval from the event organizer, those can be processed efficiently too.<\/p>\n\n\n\nOur reporting suite, including arrivals and departures reports, is configured to upload directly into the Cvent platform. This gives clients real-time access to vital information at any time of day.<\/p>\n\n\n\n
Plus, we can manage group airline seat blocks via the platform. If we\u2019ve secured seats with an airline, we can upload those directly into Cvent<\/a>, which allows us to monitor and maximize usage. This helps ensure clients are getting the best value from their bookings and drives cost savings throughout the event planning process.
<\/p>\n\n\n\nGet in touch<\/strong><\/a><\/h3>\n\n\n\nEmail us\u00a0helloUS@reedmackay.com<\/a>\u00a0to discuss all your\u00a0<\/strong>event management<\/strong><\/a> and <\/strong>corporate travel<\/strong><\/a>\u00a0needs.<\/strong><\/p>\n\n\n\n<\/p>\n","protected":false},"excerpt":{"rendered":"
Refer to your company\u2019s travel policy<\/strong><\/h2>\n\n\n\nUnderstanding your company\u2019s travel policy is key to how and when you book everyone\u2019s transportation. For example, if your company has 100 people attending an event, find out whether having everyone take the same flight aligns with company guidelines.<\/p>\n\n\n\n
Furthermore, consider individual needs and levels of seniority. Does the policy require that bookings be tiered? These details all matter when planning event travel.<\/p>\n\n\n\n
Influence stakeholders on event destinations<\/strong><\/h2>\n\n\n\nYou might be tasked with organizing a 600-person conference where one of the requirements is that all attendees have to stay in the same hotel at which the conference is held. Can you get all attendees to that destination? Sometimes a location looks perfect on paper, but if it\u2019s not accessible for the attendees, it\u2019s unlikely to work.<\/p>\n\n\n\n
And remember that if you\u2019re planning a global meeting for your company event, find out if different teams want to hold tag-on team meetings, either pre- or post-event. That means attendees will want to travel to and from the event destination at different times. So it\u2019s important to source a destination that can accommodate this too. It\u2019s crucial to have all this necessary information researched and ready to influence the event\u2019s stakeholders on a particular destination.<\/p>\n\n\n\n
Engage with experts<\/strong><\/h2>\n\n\n\nOrganizing group travel is complex \u2013 by engaging with our experts, we guide clients through the entire process, applying best practices, understanding the client\u2019s brief, and identifying the most effective solutions.<\/p>\n\n\n\n
Travel management companies also have solid, on-the-ground destination knowledge. We can rely on our offices and colleagues around the world<\/a>. For example, if we\u2019re managing an event in Madrid or Barcelona, our teams in these destinations can support in locations where they have the knowledge and expertise. Their familiarity with the area and its transportation links allows for a more tailored and seamless experience.<\/p>\n\n\n\nCentralizing everything through an events travel team also delivers added value. If a client is already working with us, whether on events or corporate travel, traveler profiles and key data such as passport details, frequent flyer information, and dietary preferences are already on hand. This not only streamlines the planning process but also improves the attendee experience before the event even begins.<\/p>\n\n\n\n
There\u2019s also a strong cost saving advantage as experience and partnerships mean securing the best value fares. Yet it goes beyond just price. An events team also focuses on flexible terms, such as securing name changes up to 30 days prior to travel. And in the case of disruptions or unexpected incidents, all relevant travel information integrates into our traveler tracking systems, giving clients real-time visibility into where their people are in the world.<\/a><\/p>\n\n\n\nWorking with specific technology designed for events is a must for group travel<\/figcaption><\/figure>\n\n\n\nUtilize event-focused technology<\/strong><\/h2>\n\n\n\nOur partnership with Cvent<\/a> allows clients to coordinate every part of the event lifecycle through a single, integrated platform. This integration starts with securely capturing all the necessary attendee data, meaning an immediate start on group travel arrangements, providing suitable options without delays or back-and-forth communication. If any requests require approval from the event organizer, those can be processed efficiently too.<\/p>\n\n\n\nOur reporting suite, including arrivals and departures reports, is configured to upload directly into the Cvent platform. This gives clients real-time access to vital information at any time of day.<\/p>\n\n\n\n
Plus, we can manage group airline seat blocks via the platform. If we\u2019ve secured seats with an airline, we can upload those directly into Cvent<\/a>, which allows us to monitor and maximize usage. This helps ensure clients are getting the best value from their bookings and drives cost savings throughout the event planning process.
<\/p>\n\n\n\nGet in touch<\/strong><\/a><\/h3>\n\n\n\nEmail us\u00a0helloUS@reedmackay.com<\/a>\u00a0to discuss all your\u00a0<\/strong>event management<\/strong><\/a> and <\/strong>corporate travel<\/strong><\/a>\u00a0needs.<\/strong><\/p>\n\n\n\n<\/p>\n","protected":false},"excerpt":{"rendered":"
You might be tasked with organizing a 600-person conference where one of the requirements is that all attendees have to stay in the same hotel at which the conference is held. Can you get all attendees to that destination? Sometimes a location looks perfect on paper, but if it\u2019s not accessible for the attendees, it\u2019s unlikely to work.<\/p>\n\n\n\n
And remember that if you\u2019re planning a global meeting for your company event, find out if different teams want to hold tag-on team meetings, either pre- or post-event. That means attendees will want to travel to and from the event destination at different times. So it\u2019s important to source a destination that can accommodate this too. It\u2019s crucial to have all this necessary information researched and ready to influence the event\u2019s stakeholders on a particular destination.<\/p>\n\n\n\n
Engage with experts<\/strong><\/h2>\n\n\n\nOrganizing group travel is complex \u2013 by engaging with our experts, we guide clients through the entire process, applying best practices, understanding the client\u2019s brief, and identifying the most effective solutions.<\/p>\n\n\n\n
Travel management companies also have solid, on-the-ground destination knowledge. We can rely on our offices and colleagues around the world<\/a>. For example, if we\u2019re managing an event in Madrid or Barcelona, our teams in these destinations can support in locations where they have the knowledge and expertise. Their familiarity with the area and its transportation links allows for a more tailored and seamless experience.<\/p>\n\n\n\nCentralizing everything through an events travel team also delivers added value. If a client is already working with us, whether on events or corporate travel, traveler profiles and key data such as passport details, frequent flyer information, and dietary preferences are already on hand. This not only streamlines the planning process but also improves the attendee experience before the event even begins.<\/p>\n\n\n\n
There\u2019s also a strong cost saving advantage as experience and partnerships mean securing the best value fares. Yet it goes beyond just price. An events team also focuses on flexible terms, such as securing name changes up to 30 days prior to travel. And in the case of disruptions or unexpected incidents, all relevant travel information integrates into our traveler tracking systems, giving clients real-time visibility into where their people are in the world.<\/a><\/p>\n\n\n\nWorking with specific technology designed for events is a must for group travel<\/figcaption><\/figure>\n\n\n\nUtilize event-focused technology<\/strong><\/h2>\n\n\n\nOur partnership with Cvent<\/a> allows clients to coordinate every part of the event lifecycle through a single, integrated platform. This integration starts with securely capturing all the necessary attendee data, meaning an immediate start on group travel arrangements, providing suitable options without delays or back-and-forth communication. If any requests require approval from the event organizer, those can be processed efficiently too.<\/p>\n\n\n\nOur reporting suite, including arrivals and departures reports, is configured to upload directly into the Cvent platform. This gives clients real-time access to vital information at any time of day.<\/p>\n\n\n\n
Plus, we can manage group airline seat blocks via the platform. If we\u2019ve secured seats with an airline, we can upload those directly into Cvent<\/a>, which allows us to monitor and maximize usage. This helps ensure clients are getting the best value from their bookings and drives cost savings throughout the event planning process.
<\/p>\n\n\n\nGet in touch<\/strong><\/a><\/h3>\n\n\n\nEmail us\u00a0helloUS@reedmackay.com<\/a>\u00a0to discuss all your\u00a0<\/strong>event management<\/strong><\/a> and <\/strong>corporate travel<\/strong><\/a>\u00a0needs.<\/strong><\/p>\n\n\n\n<\/p>\n","protected":false},"excerpt":{"rendered":"
Centralizing everything through an events travel team also delivers added value. If a client is already working with us, whether on events or corporate travel, traveler profiles and key data such as passport details, frequent flyer information, and dietary preferences are already on hand. This not only streamlines the planning process but also improves the attendee experience before the event even begins.<\/p>\n\n\n\n
There\u2019s also a strong cost saving advantage as experience and partnerships mean securing the best value fares. Yet it goes beyond just price. An events team also focuses on flexible terms, such as securing name changes up to 30 days prior to travel. And in the case of disruptions or unexpected incidents, all relevant travel information integrates into our traveler tracking systems, giving clients real-time visibility into where their people are in the world.<\/a><\/p>\n\n\n\n Our partnership with Cvent<\/a> allows clients to coordinate every part of the event lifecycle through a single, integrated platform. This integration starts with securely capturing all the necessary attendee data, meaning an immediate start on group travel arrangements, providing suitable options without delays or back-and-forth communication. If any requests require approval from the event organizer, those can be processed efficiently too.<\/p>\n\n\n\n Our reporting suite, including arrivals and departures reports, is configured to upload directly into the Cvent platform. This gives clients real-time access to vital information at any time of day.<\/p>\n\n\n\n Plus, we can manage group airline seat blocks via the platform. If we\u2019ve secured seats with an airline, we can upload those directly into Cvent<\/a>, which allows us to monitor and maximize usage. This helps ensure clients are getting the best value from their bookings and drives cost savings throughout the event planning process. Email us\u00a0helloUS@reedmackay.com<\/a>\u00a0to discuss all your\u00a0<\/strong>event management<\/strong><\/a> and <\/strong>corporate travel<\/strong><\/a>\u00a0needs.<\/strong><\/p>\n\n\n\n <\/p>\n","protected":false},"excerpt":{"rendered":"Utilize event-focused technology<\/strong><\/h2>\n\n\n\n
<\/p>\n\n\n\nGet in touch<\/strong><\/a><\/h3>\n\n\n\n