480+ corporate events · 5 years
Get everyone to the event on time with group travel management that runs on the same clock as your program. The people who run your event also book the rooms and track who's landed.
When travel and the program are planned by different people, the gaps show up on day one.
Booking seats and rooms is half the job. The other half is knowing when your opening session starts, when the keynote speaker lands and when the ballroom must be set. We plan all of it in one schedule. Arrival windows, check-in, the first session and the welcome dinner sit on the same page.
This matters most for multi-day programs: a sales kickoff, a leadership meeting or one of our corporate retreats, where a late bus means a half-empty room.
You tell us who's traveling and why. We pick the right setup for that group.
You get one list, one schedule and one team to call when a flight changes.
You'll see the full travel cost next to the event cost, in one quote.
Every event gets a custom quote, and travel is part of it. These things shape the total:
Here's how we put a quote together. Send us the group size and dates, and we'll reply in minutes.
These events for Capital Group show how we plan around fixed access times and start times, which is the same skill a travel day needs. Capital Group has booked us three times.
The building opened to us at 9 AM for a 2 PM start. In that window we placed four stations on the first floor, ran power from standard outlets and met the building's insurance rules.
Los Angeles, CA
We arrived at 9:30 AM to build tents, power and sound on an outdoor plaza for a 2 to 5 PM program, with four operators and an AV technician on a fixed rota.
Los Angeles, CA
On the 55th floor, setup started at 9 AM for a 2 to 5 PM race window. The office tower set the access rules, and we planned the day around them.
Los Angeles, CA
These shots show the moments we plan for.
You see every hotel contract before it's signed.
Most travel problems start weeks before the trip. Here's what each one costs and how we prevent it.
Rooms booked too late.
The hotel near the venue sells out, and guests end up across town. We hold a block as soon as dates are set.
No master list.
HR has one list, the hotel another, the bus company a third. We keep one list and share it.
Arrivals not grouped.
A shuttle for every flight costs a fortune, and one shuttle for everyone means long waits. We group flights into arrival windows.
Nobody at the hotel.
Tired travelers with questions call the organizer. We staff a welcome desk.
You'll know who handles each step, from the first list to the last flight home.
You don't answer travel questions. Our team does.
Travel coordinator. Manages bookings, the rooming list and changes.
Event lead. Owns the full schedule and keeps travel and program in sync.
Welcome desk staff. Greet travelers, hand out badges and answer questions.
Transfer captain. Stands at the shuttle stop on arrival and departure days and checks names against the list.
Your group can fly in from anywhere. Our team works from two bases, Los Angeles and Orlando, with the Orlando office and warehouse at 310 N Orange Ave. We run events nationwide, so travel and the program stay with one team wherever you meet.
Two bases
In Orlando, for example, more than 46,000 hotel rooms sit around OCCC on International Drive, about 15 minutes from Orlando International Airport, so a room block and airport transfers can sit close to the venue.
Orlando office: 310 N Orange Ave, STE. 201, Orlando, FL 32801No. We don't book everyday business travel for your staff. We handle group travel tied to an event: a meeting, a retreat, a reward trip or a trade show.
Yes. They add their flight details to the booking page, and we plan transfers around them.
Tell us the destination. For local suppliers and guides on the ground, our destination management team plans that part.
As soon as you have dates. Hotels near popular venues fill early. We reply right away and check options.
We track cancellations against the contract dates and tell you before a penalty applies.
Send us the dates, the city and how many people are traveling. We'll come back with hotels, a travel plan and a quote. Share the event type, dates, city, number of travelers, departure cities and budget. Or call +1 213 912 1010
