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Best Practices for Booking Event Travel

Follow these best practices to streamline your event travel experience, ensuring a smooth journey from booking to arrival.

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Traveling for events can be exciting, but navigating the booking process can feel overwhelming. This guide offers valuable tips to ensure a smooth and efficient experience.

Profile Perfection:

Before diving into travel options, ensure your profile on the booking platform is complete and up-to-date. Double-check that your name matches exactly how it appears on your government-issued ID.

Pro Tip Checklist:

  • Accurate Name: Ensure your name matches your ID precisely.
  • Speedy Security: Add TSA Precheck or Global Entry information (no one enjoys long lines!)
  • Loyalty Advantage: Include any airline, hotel, or car rental loyalty program numbers.
  • Mobile Marvels: Download frequently used airline, hotel, and car rental apps. These offer convenience and flexibility, especially if unexpected situations arise while traveling.
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Timing is Key:

Booking flights and hotels is a dynamic process. Prices and availability constantly fluctuate, so timing your purchases strategically is crucial.

  • Domestic Flights: Aim to book roughly 90 days before departure. This sweet spot offers a balance between lower fares and decent seat availability.
  • International Adventures: For longer journeys, plan further ahead. We recommend booking 120-150 days prior to your trip.
  • Flexibility is Golden: Be prepared to adjust your travel dates, especially during peak seasons or popular destinations. For instance, booking an early Miami trip during Spring Break might be necessary due to limited space.

Understanding Company Travel Policies:

While booking a luxurious first-class seat might be tempting, most companies establish travel policies to manage expenses.

  • Clear Communication (Admins): If you're an administrator, ensure your company's travel policies are communicated clearly and concisely.
  • Informed Travelers: Travelers should take the time to read and understand their company's travel policy guidelines.
  • Out-of-Policy Options: Platforms like Quest allow selecting flights, hotels, and cars that fall outside company policies. These requests require review by an administrator or travel manager before processing.

Changes and Cancellations:

  • Cancellations:  For cancellations, contacting a team member directly is recommended. Quest offers special programs that can provide companies with cash back on cancellations.
  • Support Channels:  Multiple contact options are available on the Quest Support page, including email, phone, and video chat.
  • Seat Selection: Quest allows seat selection during checkout. However, airline loyalty programs often enable seat upgrades using your member status.
  • Post-Booking Seat Changes:  Most airline websites permit seat changes after receiving your confirmation email.


Following these best practices can streamline your event travel experience, ensuring a smooth journey from booking to arrival.

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