Air · ground · accommodation · movement
Group air, rail, hotels, visas, transfers and manifests coordinated around the programme schedule by one travel desk that knows why each person is travelling.
The work
Booking six hundred flights is not the hard part. Knowing that they are eleven group fares out of eleven cities, that four of them connect through a hub with a two-hour minimum, and that the transfer plan collapses if the Bangalore wave slips by ninety minutes — that is the hard part.
Our travel desk groups people the way the risk behaves: by departure city, by arrival wave, by visa exposure. Ticketed, held and unassigned stay separate states so nobody mistakes an option for a booking. The manifests that come out of it drive the coaches, the hotel desk staffing and the welcome team.
Six hundred delegates from fourteen cities is fourteen negotiations, fourteen risk profiles and fourteen arrival windows. Grouping that way gets better fares, makes the exposure visible, and produces a transfer plan that survives one flight going wrong.
A status count tells you 41 of 60 are approved. It does not tell you that three of the outstanding nineteen have passports expiring inside six months of travel and one has no appointment booked. Our visa desk ranks by who would actually be refused boarding, which turns a report into a call list.
Rooming lists change until the morning people check in. We hold it as a live record with hard requirements never traded away, run the hotel’s format out of it, and reconcile the room nights against the master bill at close-out.
Cancelled flights, missed connections, a closed airport. Rebooking authority, hotel contingency, transfer re-sequencing and who tells the client are agreed before travel starts. The traveller gets one number and a person who already knows their itinerary.
What you get
These are the artefacts that exist at the end of this workstream. If one of them is missing from a proposal you have received elsewhere, it is worth asking why.
Where this is used
100 – 1,500 delegates
The start-of-year meeting that sets the target, the message and the energy for a field organisation — content-heavy, fast-paced and unforgiving of a slow room.
150 – 1,500 partners
Annual dealer conventions, distributor meets and franchise summits — commercial content, awards, hospitality and several hundred partners travelling from everywhere.
40 – 600 hosted buyers
Qualified buyers brought to a show in exchange for a committed meeting quota — matched on real interest, scheduled properly and reported honestly.
15 – 5,000 delegates
Advisory boards, investigator meetings, symposia and medical congresses run to your code of practice, with the evidence a compliance team can accept.
Related services
Register · approve · badge · support
Registration journeys, approval rules, communications, QR check-in, badge printing, session capacity and a helpdesk that answers — designed as one delegate experience.
Ground · venues · experiences · permits
What a DMC does, run to our standard — transport, venues, permits, staffing, dining and experiences in destination, with one accountable contact rather than a local subcontract.
Desk · owners · escalation · log
The team on the floor while the programme is running — arrivals, venue, stage, guests, suppliers and incidents, with named owners and written decision rights.
Group air, rail, hotels, visas, transfers and manifests coordinated around the programme schedule by one travel desk that knows why each person is travelling.
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