Playbook · Organizing travel
Organize a conference or convening
Bring delegates, speakers and partners together: one list, travel booked as a group, rooms held and arrivals handled.
Regional convening (example) · 64 delegates
- For
- Event leads, program teams
- Lead time
- Ideally 8 weeks before the event; we can work to shorter timelines when inventory allows
- Group travel
- Group travel from 10 attendees
- Owner
- Event lead
Before you start
Decide these first
Decisions to make
- Who you pay travel for: speakers, scholarship delegates, staff
- Hotel block size and release dates (agreed with the hotel)
- Registration: how travel details are collected
- Cost codes: the convening grant, sponsors, programs
People to involve
- Event lead
- Program staff with delegate relationships
- Finance lead
- Venue and hotel contacts
The plan
A workable timeline
Our suggested lead times. Adjust them to your organization; shorter is possible, but costs and stress go up.
12+ weeks before
Plan
- Set dates, venue and hotel block (yours to contract)
- Decide who gets travel paid, and the limits
8 weeks before
Open travel
- Ideally 8 weeks before the event: send the group to the travel team
- Collect delegate details through registration
6 weeks before
Book
- Delegates choose from options; exceptions go to approval
- Speakers booked as guest travelers
3 weeks before
Arrivals
- Plan airport transfers by arrival wave
- Reconcile the rooming list with the hotel block before release
Week of
Run it
- Arrivals tracked; delays rebooked
- A named person on call for travel issues
After
Reconcile
- Costs by attendee and project from reports
- Report travel to the funder by code
Who does what
Your part, and ours
| Task | Your organization | silentVIP |
|---|---|---|
| Venue, catering, production | Books and runs them | — |
| Hotel block contract | Signs it | Books rooms within it where agreed |
| Delegate details | Collects through registration | — |
| Flights and rail | Approves exceptions | Sends options, books, tracks |
| Airport transfers | Says what is needed | Pre-books ground transportation for groups |
| Final reconciliation | Signs off | Costs by attendee, department and project |
Checklists
Copy these into your plan
Print this page or copy the lists into your own template.
Collect from each delegate
- Name exactly as on ID
- Departure city
- Arrival and departure dates
- Needs: accessibility, dietary, seating
- Who pays (you or them)
Before the hotel release date
- Rooming list matches bookings
- No-shows and cancellations released
- Speaker rooms confirmed
Common mistakes
What usually goes wrong
Missing the release date
Unused rooms in the block may be charged; check the list before the hotel's release date.
Speakers last
Speakers often book late and need the most care. Book them first.
Costs by person lost
If attendees aren't coded, the funder report becomes a spreadsheet exercise.
Related
Tools and guides
More in Playbooks
Bring your travel program under one roof
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