Planes, Trains, and Automobiles: Get your Attendees to the Meeting Site

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Planes, Trains, and Automobiles:  Get your Attendees to the Meeting Site

Thinking about all the different forms of domestic and international travel options: air private or chartered jets, helicopters, public or private cars, trains, yachts, ocean liner, limo, horseback, bus – chartered and public, taxi and even by foot.

The truth of ht matter for a majority of your meetings will use commercial air to get your attendees local.  Once they arrive to the host city they will use a variety of ground transportation services to move around the city.

Think about what is most economical for your attendee in most cases they will be covering their own travel expenses.  There are some cases when you will need to cover travel for celebrity, special VIP guests.  Since air travel is the norm in most cases.  Contact the major airlines for rates and regulations, make sure to ask for the current fees and promotion for checked baggage and carry ons.  Consider how far they are from your meeting place.  Don’t forget the smaller air ports, some are able to provide more efficiency and cost less.  For assistance don’t forget to check with the local Convention and Visitors Bureaus (CVBs) they are a very knowledgeable resource.

When considering airlines contact them and ask about their meeting programs.  A program could include: Free tickets based on volume and group fares and discounts.  Beware there are some times when no group discounts are available.

Be prepared to answer the following questions when booking with the airline:

* Starting location for passengers

* Meeting destination

* Date and time of event

* Number of passengers

Check with each airline, some airlines require a different passenger number to be considered a group, but the Sales Office will be able to help you secure seats and save money when possible.  You can also offer a testimonial via social media for future possible discounts.  Then you sign the contract will be given a group number.  Take this number and publish it on your meeting materials.  Make sure they know to use this number to associate themselves with this group and qualify for the special rate when booking their flight.  The savvy trailer may opt to use frequent flyer points or miles, travel discount sites, travel club like AAA.

… Organized travels

Pharice Brown

Word of Mouth Events & Planning
Bladensburg, MD 20710

Toll Free Phone and Fax: (866) 905-9002 ext. 102

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