Objectives

While booking travel for our client we have had to adhere to the “Max Fly” insurance rule – this means there can be only a maximum of 10 employees per flight.

We’ve had to provide detailed travel reporting three times a week.

Collect mandatory traveller data for reporting and compliance purposes.

Minimise disruption and ensure smooth communication between all parties.

Solution

For each project we have had a kick off call with the client, the partner agency’s account manager and our group booking team manager.

Following that, both agencies outlined the traveller details needed to book flights, preliminary pricing estimates were shared, allowing the customer to budget effectively.

A timeline was then created, with registrations submitted in batches every three days.

Results

The first project we undertook was for a Senior Leadership Team Meeting in Faro which required travel for 26 delegates.

On this occasion max fly was not an issue for the EMEA traveller. However, World Travel did route USA employees via London which meant we went over max fly. As our flights could be changed, we contacted the travellers to advise of the flight changes.

The return flight was then cancelled. We spotted this before any of the travellers or the main bookers contacted us and were able to advise them on the changes.

Our second task was to coordinate EMEA travel to Dallas for more than 100 people for a Sales Kickoff.

Again, we had to ensure we tracked max fly and did this by queueing our bookings to World Travel queues, as well as getting the team to track it manually. We had calls with the client to discuss the booking process and worked alongside them as we had to reach out for approval if costing were more than they had budgeted for.

Even though we followed max fly policy for this project, we were advised not to follow the other flight policies (upgrades etc) and everyone had to have economy seating – we had to deal with the push back from the employees on this.

We have just successfully planned the latest projects too.

Our client was hosting an event New York and wanted all their travellers to be treated like VIPs (a white glove service as our client referring to).

We had numerous emails from people who were not on the original attendee list, so we had to be agile and liaise with the client to ensure everything tallied up quickly and efficiently.

Following the event in New York, we worked on an SLT event in Jekyll Island where we planned travel for 26 delegates where, as well as max fly, we had to stick to all the other policies which had to be followed for this event.

By combining meticulous planning, proactive communication, and swift problem-solving, we delivered a stress-free travel experience, proving that even complex group bookings can be handled with ease.

These travel projects have been such a success that we are now working on flight costing for SKO 2026 in Boston.